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08/07/2009 - City Council Regular C!ty of Eaaafl Meo TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: AUGUST 7, 2009 SUBJECT: PAYABLE 2010 PROPERTY TAX LEVY, PRELIMINARY GENERAL FUND OPERATING BUDGET AND BUDGET INFORMATION Meeting Purpose The City is required to certify a proposed payable 2010 property tax levy to the County Treasurer - Auditor on or before September 15, 2009. The primary purpose of the August 11 Special City Council meeting is to review the proposed property tax levy, the preliminary 2010 General Fund operating budget, and to provide direction to staff. Any modifications to the proposed levy and budget along with the additional work by staff will be presented to the City Council in an update at the September 8 Special City Council meeting. Formal action on the levy and preliminary 2010 General Fund Budget is scheduled for the regular City Council meeting on September 15, 2009. The required information will be faxed to the County after that meeting to comply with the State's deadline. Modifications to the preliminary 2010 budget and department adjustments as directed by the City Council can continue beyond that date with final levy certification and budget action scheduled for the December 15, 2009 regular City Council meeting. A meeting with Department Directors has been scheduled for September 22 to provide additional review of the 2010 General Fund Budget and to discuss implications of this budget and trends for future years. A Community Informational meeting remains to be scheduled for early October. The final property tax levy that is due at the County no later than December 28, 2009 can be decreased but cannot be increased from the preliminary certification. To the extent that it does not require an increase to the overall tax levy, the budget can be changed at any time throughout the process. Additionally, per the new Truth in Taxation (TnT) regulations approved by the State in 2009, the previous TnT hearing process has been abolished. Rather, the Council must now identify by September 15 which regularly scheduled meeting(s) they will be discussing and adopting the budget in order to allow public input on the budget at that meeting. By law, the opportunity for public input on the budget must occur during a regularly scheduled City Council meeting, and the City is required to announce and J. formally notice the meetings. Should the Council proceed with community meetings on the budget, those meetings would provide an additional opportunity for public testimony, but would not replace the opportunity for the public to speak on the budget at a regularly scheduled Council meeting. Budget Process Background: The City Council and staff have been addressing revisions to the 2009 budget and preparation of the 2010 beginning as early as January of 2009. The following steps have been incorporated into this process: • At the March 3, 2009 City Council meeting, the Council adopted the City's 2009- 2010 Goals, which included a goal to: Maintain the City's long standing fiscally prudent and responsible budgeting approach while pursuing greater levels of fiscal independence and self reliance in long -term budgeting. • The March 10, 2009 special City Council meeting included discussion regarding potential 2009 Budget adjustments and 2010 & 2011 budget preparation. The City's labor attorney appeared at the meeting and provided information regarding labor contracts and a potential request for concessions from the City's unions. The City Council reiterated the need to move forward by working on the current budget while keeping the fiscally responsible budget goal in mind. • On April 2 an all employee meeting was held at which time City Administrator Hedges alerted all staff to the budget challenges facing the City and asked for employee suggestions to address the problem. • At the April 28 City Council retreat, the overall budget plan for 2009, 2010, & 2011 was reviewed including necessary reductions and potential personnel adjustments. • At the April meeting, the Council concurred with the decision to reallocate the tax levy to the general fund in the amount of the MVHC being lost in 2010 ($710,500) and a net reduction in expenditures in the amount of the projected losses in other revenues ($592,000). • In early May communications were sent to each of the City's labor unions requesting suggestions for reducing personnel related costs for 2009, 2010, & 2011. A communication was also sent to all employees asking for cost savings or cost reducing ideas that would have a positive impact on Eagan's overall spending plan. • In early May, at the same time that adjustments were being proposed to the 2009 budget, staff began the 2010 budget process and Department Directors prepared their 2010 budget proposals for the various divisions and departments. The staff budget team met with each of the departments in June and July to review budget submittals. • As a starting point, Directors were instructed to prepare budgets that were limited to a 3% increase from the revised (and yet to be approved) 2009 department budgets and to provide detailed explanations for any service delivery impacts resulting from the reductions necessary to achieve a budget at that level. • At the June 9 Special City Council meeting, the Council reviewed the impact of the Governor's unallotment, including the reduction in the City's Market Value Homestead Credit (MVHC), and provided direction on reductions to be made to the 2009 budget. • At the June 16 regular City Council meeting, the Council took formal action to amend the 2009 General Fund operating budget by reducing both revenues and expenditures by $592,000. • At the July 28 Special City Council Retreat the following items were presented and discussed: o A summary of all the 2010 general fund departmental budgets. o The revised 2009 General Fund Budget, which included the adjustments made by the Council at the June 16 meeting. o Per the direction of the Council at the June 9 Special City Council meeting, information on a variety of public policy issues, including: • Tax Impacts/Targets • Levy back of the 2008 and /or 2009 unallotment (MVHC), and the allocation of the tax levy amongst funds • Early Retirement/Separation Program • Service Delivery Adjustments /Reductions • Wages and Personnel • Revenue and Cost Recovery Opportunities The material presented in this packet is prepared in a manner consistent with previous City Council direction and in a manner consistent with staff's understanding of the desires of the City Council. Given the multitude of challenges and uncertainties, and the resulting public policy issues, it is important to note that this preliminary budget is not in as final a form as historically has been the case. Certain revenue estimates and proposed expenditure appropriations need additional refinement pending City Council direction and incorporation of additional information being gathered by staff. Incorporated for reference later in this memo is the outline of next steps. 3 The Comparative Summary of Expenditures by Department as currently compiled is as follows: 2010 Comparative Summary of Expenditures General Fund Budget Approved Adjustments Adjusted Proposed I Difference 10 vs. Adj 09 1 2009 2009 2010 Budget Budget Budget Amount % GENERAL GOVERNMENT 01 Mayor & Council 147,900 - 147,900 155,100 $ 7,200 4.9% 02 Administration 490,200 (5,000) 485,200 498,500 13,300 2.7% 03 Information Technologies 1,287,700 - (24,600) 1,263,100 1,289,600 26,500 2.1% 04 City Clerk 253,200 (4,100) 249,100 314,700 65,600 26.3% 05 Finance 1,075,700 (5,000) 1,070,700 1,107,100 36,400 3.4% 06 Legal 457,400 - 457,400 395,000 (62,400) -13.6% 07 Comm Dev-- Planning /ED 896,300 (15,200) 881,100 903,700 22,600 2.6% 08 Comm Dev-- Inspections 965,800 (42,300) 923,500 909,200 (14,300) -1.5% 09 Communications 447,700 - 447,700 449,600 1,900 0.4% 10 Human Resources 251,900 (2,100) 249,800 242,500 (7,300) -2.9% Gen Govt Total 6,273,800 (98,300) 6,175,500 6,265,000 89,500 1.4% PUBLIC SAFETY 11 Police 11,084,900 (248,900) 10,836,000 11,018,800 182,800 1.7% 12 Fire 1,648,700 (6,700) 1,642,000 1,696,300 54,300 3.3% Public Safety Total 12,733,600 (255,600) 12,478,000 12,715,100 237,100 1.9% PUBLIC WORKS 21 Public Works/Engineering 1,227,100 (10,100) 1,217,000 1,235,300 18,300 1.5% 22 Streets 1,733,800 (108,900) 1,624,900 1,751,100 126,200 7.8% 24 Central Svces. Maint. 590,600 (1,000) 589,600 613,900 24,300 4.1% Public Works Total 3,551,500 (120,000) 3,431,500 3,600,300 168,800 4.9% PARKS & RECREATION 30 Recreation 1,957,200 (45,700) 1,911,500 1,893,000 (18,500) -1.0% 31 Parks 1,946,200 (54,100) 1,892,100 2,001,200 109,100 5.8% 32 Tree Conservation 498,300 (12,000) 486,300 487,500 1,200 0.2% Parks & Rec Total 4,401,700 (111,800) 4,289,900 4,381,700 91,800 2.1% GENL GOVT BLDG MAINT 704,900 (79,800) 625,100 637,200 12,100 1.9% 33 Building Maintenance Subtotal 27,665,500 (665,500) 27,000,000 27,599,300 $ 599,300 2.2% 41 Contingency - undesignated 63,700 73,500 137,200 (19,800) (117,400) -85.6% General Fund Total $ 27,729,200 $ (592,000) $ 27,137,200 $ 27,579,500 $ 442 300 1.63% Benchmarks While it is not always complete information and must be used carefully, it can be helpful to show comparisons with similar cities to provide benchmarks on efficiency and productivity. The following attachments may also be useful in making comparisons and in helping to understand Eagan's financial position and budgeting options: 1 • Enclosed on page 12 is a copy of the recently released State Auditor's Report for 2007 expenditures showing Eagan's per capita spending third lowest, relative to other cities with 50,000 or more residents. • Enclosed on page I is a copy of local payable 2009 property taxes of selected other metro cities as well as a number of Dakota County cities. Eagan has significantly lower local property taxes than average in the metro area and the lowest local property taxes compared to any of our neighboring cities except Mendota Heights. City Market Value and Tax Capacity Based on the preliminary information received from Dakota County, the City will see a decrease in overall market value of 5.0% from $7,872,165,800 for payable 2009 to $7,478,302,000 for payable 2010. The reduction in property tax values continues to make its way through the system. The City will also see a net tax capacity decrease of 5.9% from $83,309,732 to $78,427,435. The net tax capacity calculation is affected by the fiscal disparities contribution and the tax increment tax capacity being factored into the base tax capacity. This information is demonstrated in the following table. COMPARISON OF MARKET VALUE AND TAX CAPACITY Preliminary Final 2009 2010 Change Payable Payable Dollars Market Value 7,872,165,800 7,478,302,000 (393,863,800) -5.0% Gross Tax Capacity 97,925,679 93,900,108 (4,025,571) -4.1% Fiscal Disparities (13,278,837) (14,206,508) (927,671) 7.0% Tax Increment Value (1,337,110) (1,266,165) 70,945 -5.3% Net Local Tax Capacity 83,309,732 78,427,435 (4,882,297) -5.9% Included in the overall net market value decrease is a $43,454,400 increase resulting from new construction, consequently there is an obvious and continuing downward trend to market values on existing property. Tax Capacity Property Tax Levy The State has again mandated levy limits for taxes payable in 2010. Eagan's property tax levy limit including all available special levies is $26,431,214 and that amount is considered in this budget. However, included in that levy is $983,023 MVHC that will not be reimbursed to the City by the State. Consequently, the City must levy for the MVHC amount but it will not be available as a revenue source. The property tax component of the City's proposed certified levy for operations and debt service included in the proposed budget is $26,431,214 for payable 2010 compared to $24,715,937 for payable 2009. This information is demonstrated in the following table: COMPARISON OF TAX LEVY FOR OPERATIONS & TAX CAPACITY RATES Final Preliminary Change 2009 2010 Amount Per Cent Operating Levy $ 24,715,937 $ 26,350,114 $ 1,634,177 Debt Service Levy - 81,100 81,100 Total Tax Capacity Levy 24,715,937 26,431,214 1,715,277 6.9% F D Distribribution (2,316,958) (2,300,000) 16,958 -0.7% Net Local Levy $ 22,398,979 $ 24,131,214 $ 1,732,235 7.7% Tax Cap Rate -City: $ 22,398,979 $ 24,131,214 $ 83,309,732 $ 78,427,435 0.26886 0.30769 0.03882 14.4% The following MVHC unallotment amounts are impacting this dramatic increase to the City's tax capacity rate as follows: Unallotments included as a special levy: 2008 $ 430,615 2009 858,431 Total $ 1,289,046 Required levy for 2010 - not paid by the State and not available as a resource to the City: 983,023 Grand Total $ 2,272,069 City Tax Capacity Rate without levy backs for 2.008 & 2009 and resources not received in calendar year 2010: $ 21,859,145 $ 78,427,435 0.27872 0.00985 3.7% Final Allocation of 2009 Property Tax Levy Tax related resources available to the City to appropriate in the operating budgets to provide services are $23,867,200 and $25,448,191 for the years 2009 and 2010 respectively. The property tax resources for the two years are allocated as follows: Final Allocation of Net 2009 Property Tax Levy Net Property Balance of Tax Levy MVHC Total General Fund $ 20,685,800 $ - $ 20,685,800 General Facilities R & R - - - Equipment Revolving Fund 953,900 - 953,900 Major St Const Fund - A 1,200,000 - 1,200,000 Major St Const Fund - B 641,200 42,703 683,903 Fire Apparatus 386,300 - 386,300 Fund Totals $ 23,867,200 $ 42,703 $ 23,909,903 Market Value 1,193, 903 - 1,193,903 City Total $ 25,061,103 $ 42,703 $ 25,103,806 Cedarvale 3,000 - 3,000 Grand Total $ 25,064,103 $ 42,703 $ 25,106,806 Preliminary Allocation of 2010 Property Tax Levy Budgeted As Preliminary Preliminary Property Available Tax Levy Tax Revenue General Fund $ 22,400,977 $ 21,417,954 General Facilities R & R 271,146 271,146 Equipment Revolving Fund 987,790 987,790 Major St Const Fund - A 1,361,301 1,361,301 Major St Const Fund - B 1,010,000 1,010,000 Equipment Certificate D.S. 81,100 81,100 Fire Apparatus 318,900 318,900 Fund Totals $ 26,431,214 $ 25,448,191 MVHC Unallotment (983,023) - Total Available $ 25,448,191 $ 25,448,191 Market Value 1,198,103 1,198,103 Cedarvale $ 26,646,294 $ 26,646,294 Grand Total 3,000 3,000 $ 26,649,294 $ 26,649,294 1 Property Tax Comparison of 2009 Final Allocation to Preliminary 2010 Allocation (Available Dollars Only - Net of MVHC Unallotment) Final Preliminary Available Available 2009 Net 2010 Net Property Tax Property Tax Increase Dollars Dollars (Decrease) General Fund $ 20,685,800 $ 21,417,954 $ 732,154 General Facilities R & R - 271,146 271,146 Equipment Revolving Fund 953,900 987,790 33,890 Major St Const Fund - A 1,200,000 1,361,301 161,301 Major St Const Fund = B 641,200 1,010,000 368,800 Equip Certificate D.S. - 81,100 81,100 Fire Apparatus 386,300 318,900 (67,400) Fund Totals $ 23,867,200 $ 25,448,191 $ 1,580,991 Market Value 1,193,903 1,198,103 4,200 City Total $ 25,061,103 $ 26,646,294 $ 1,585,191 Cedarvale 3,000 3,000 - Grand Total $ 25,064,103 $ 26,649,294 $ 1,585,191 Market Value Property Tax Levy (Community Center Debt Service) The City's proposed certified levy for debt service based on referendum market value is $1,198,103 for payable 2010 compared to $1,193,903 for payable 2009. That is an increase of $4,200 or 0.4% from payable 2009 to payable 2010. The resulting market value referendum rate is increased by 5.6% from 0.0001517 to 0.0001603 due to the slightly higher levy and the decrease in the referendum market value. COMPARISON OF LEVY FOR DEBT SERVICE & MARKET VALUE REFERENDUM RATES Final Preliminary Change 2009 2010 Amount Per Cent Ref Mkt Value $ 7,870,296,000 $ 7,476,302,100 $ (393,993,900) -5.0% Debt Service Levy $ 1,193,903 $ 1,198,103 $ 4,200 0.4% Mkt Value Ref Rate 0.0001517 0.0001603 0.0000086 5.6% The following table illustrates the impact of the market value referendum debt service levy (Eagan Community Center) for average value property for payable 2009 and 2010: MARKET VALUE LEVY TAX IMPACT Average Annual Payable Market Rate Tax Year Value Per $1,000 Amount 2009 275,828 0.1517 41.84 2010 256,958 0.1603 41.19 Total Levy The following table illustrates the total proposed levy for payable 2010 compared to the total levy for payable 2009. COMPARISON OF TOTAL LEVY Final Preliminary Change 2009 2010 Amount Per Cent Operating Levy $ 24,715,937 $ 26,350,114 $ 1,634,177 Debt Service -Tax Capacity - 81,100 81,100 Total Tax Capacity $ 24,715,937 $ 26,431,214 $ 1,715,277 6.9% Debt Service Levy 1,193,903 1,198,103 4,200 0.4% Cedarvale 3,000 3,000 - Total $ 25,912,840 $ 27,632,317 $ 1,719,477 6.6% Total City Property Tax Capacity Rates /Property Tax Impact In summary, based on the above referenced levies and current estimates for taxable market value, tax capacity, fiscal disparities and tax increment values the payable 2010 tax capacity rate calculates to .30769 compared to .26886 for payable 2009, an increase of 14.4 %. Absent the unallotment of MVHC, the increase to the tax capacity rate would be 3.7 %. The market value referendum rate for the Community Center bonds debt service calculates to .0001603 for payable 2010 compared to .0001517 for payable 2009, an increase of 5.6 %. The following table of property tax history illustrates the estimated impact of the total proposed levy for payable 2010 taxes and compares the rates and impacts to historical tax rates and impacts for the years 2006 through 2009 on various market value residential properties. Distribution of the MVHC (given to properties, but not paid to the City) for 2010 is based on consistent levies from other taxing jurisdictions; any change in relative levies will affect the final credit distribution slightly. Eagan Property Tax History City Taxes Only Projected 2006 2007 2008 2009 2010 Tax Capacity Rate 0.26704 0.25232 0.25892 0.26886 0.30769 Market Value Rate 0.0001712 0.0001574 0.0001526 0.0001517 0.0001603 Market Value 150,000 $ 352 $ 326 $ 331 $ 344 $ 397 180,000 446 415 422 439 504 200,000 508 474 483 502 575 225,000 586 548 559 581 665 256,958 Pay 2010 Average Eagan House Mkt Value 779 275,828 Pay 2009 Average Eagan House Mkt Value 741 300,000 869 820 788 817 933 The following table illustrates the impact of these rates on the property taxes on an average market value property ($256,958) for payable 2010 compared to an average market value property ($275,828) for payable 2009 thereby adjusting for continuing deflation on property values. City Portion of Taxes on an Average Market Value House in Eagan 2009 Value: 275,828 2009 City Tax: 741 2010 Value: 256,958 2010 City Tax: 779 Decrease (18,870) Increase 38 Figures Include Community Center Debt Service Levy General Fund Revenue Estimates The preliminary 2010 budget as presented is based on a continuation of the City's established budgeting practices; namely, revenues are budgeted conservatively, but realistically. There are no significant increases to user fees for 2010, although fees charged to other funds e.g. utilities, for General Fund support are increased to the maximum available in the City's cost allocation rubric. The financing of the City's General Fund operations remains heavily reliant on the property tax revenue as 77.7% of the estimated 2010 revenue is from that source. In the revised 2009 budget 76.2% of the revenue is from property taxes. These percentages reflect Eagan's situation with no reliance on any Local Government Aid or MVHC State revenue sources to finance General Fund operations. Enclosed on page 20 is a copy of the Comparative Summary of Revenues. Enclosed on pages l a( through 5. S is a copy of the Revenues by Line Item. A graphical comparison of 2009 and 2010 revenues is as follows: 2009 General Fund Revenues 2010 General Fund Revenues Revised Budget: $ 27,137,200 $ 27,579,500 ............... Transfers Licenses Transfers • Licenses 1.9% 1.0% 1.6% 1.0% Permits Program Permits Program 2.2% Revenues 2.2% Revenues 6.8% 6.4 % Intergov't Rev Other Intergov't 2.2% 2.6% Rev Other Charges for Recreation Charges for 2.3% 2.7% Recreation Services Charges Services Charges 3.7% 2.8% 4.2% 2.6% General Fund Expenditure Appropriations The appropriations in the current 2010 preliminary budget total $27,579,500. The proposed General Fund budget reflects an increase of $442,300 or 1.6% over the revised 2009 budget. The proposed 2010 budget reflects $149,700 decrease or .5% from the originally approved 2009 budget. The current 2010 preliminary budget incorporates all positions currently authorized in the City. No estimates have been incorporated for potential reductions resulting from implementation of the Voluntary Early Retirement/Separation program recently approved by the City Council. Those changes will be included in subsequent revisions to the General Fund Budget and will enhance the Fund Balance. It Expenditure Summary by Major Classifications % of % of % % of Total Adiusted 2009 Total 2010 Total $ Change Change Increase Personal Services $ 20,141,900 74.2% 20,762,200 75.3% $ 620,300 3.1% 140.2% Parts and Supplies 1,578,900 5.8% 1,784,700 6.5% 205,800 13.0% 46.5% Services and Other Charges 5,156,700 19.0% 4,891,600 17.7% (265,100) -5.1% -59.9% Capital Outlay 102,200 0.4% 151,000 0.5% 48,800 47.7% 11.0% Merchandise for Resale 20,300 0.1% 9,800 0.0% (10,500) -51.7% -2.4% Contingency 137,200 0.5% (19,800) -0.1% (157,000) - 114.4% -35.5% TOTAL $ 27,137,200 100.0% 27,579,500 100% $ 442,300 1.6% 100.0% 2009 General Fund Expenditures 2010 General Fund Expenditures Revised Budget: $27,137,200 $27,579,500 Personal Personal Services Services 75.3% 74.2% Parts an Supplies Parts and 5.8% Supplies 6.5% Contingency Contingency 0.5% 0.1% Merchandise Capital Services and Services an Outlay Other Merchandise Capital Other for Resale 0 5% Charges for Resale 0.0% 0.1% Outlay Charges 17.7% 0.4% 19.0% As is well known, in our service - oriented role as local government, labor is our primary commodity, and thus consistently drives approximately three - quarters of the City's annual budget. Changes to the overall 2010 personnel budget reflected in the following table incorporate all reductions from the originally approved 2009 budget and compares that to 2010 budgeted positions, again at current staffing levels. All personnel estimates include approved labor contract hourly rate increases and no increases for non -union employees. Step increases for non -union employees are included in the projections. Personnel costs include a projected 15% increase in health insurance premium rates. General Fund Personnel Summary 2010 Budget I 2009 I I 2010 I I Change I Existing Personnel Original Proposed Regular Employees Budget Budget $ Salaries /wages /overtime $ 14,459,600 $ 14,803,800 $ 344,200 2.4% PERA 1,433,400 1,491,600 58,200 4.1% FICA 756,400 771,000 14,600 1.9% Health /Life /LTD Insurance 1,904,600 2,174,000 269,400 14.1% Worker's Compensation 471,300 503,100 31,800 6.7% Volunteer Firefighters compensation 393,400 393,500 100 0.0% Fire Relief Association (pension) 323,100 340,800 17,700 5.5% Subtotal - Existing Personnel 19,741,800 20,477,800 736,000 3.7% Position Reduction from Original 2009 Clerical IV Hours (City Clerk/HR) (6,200) (15,300) Community Development Re- Organization (33,000) (81,300) Police (Officers and Crime Analyst) (169,600) (257,400) Fire (Volunteer Pay) (58,500) (53,500) MOD - Seniors/Teens (Recreation) (25,200) (47,600) Building Maintenance (78,800) (84,100) Subtotal - Reduced Positions (371,300) (539,200) (167,900) Position Addition from Original 2009 Fire (Additional Contribution to Pension) 50,000 50,000 Subtotal - Additional Positions 50,000 50,000 - Temporary /Seasonal City Clerk (Elections) - 60,000 60,000 Comm Devel (APC record secy) 1,500 - (1,500) Communications 6,100 - (6,100) Pub Wks /Engineering 16,200 16,200 - Pub Wks /Streets 17,900 17,900 - Central Svcs Maint. 15,400 15,400 - Parks/Recreation 568,900 541,900 (27,000) Tree Conservation 95,400 97,000 1,600 Gov't Buildings - 25,200 25,200 Subtotal - Temporary/Seasonal 721,400 773,600 52,200 7.2% Total Personnel $ 20,141,900 $ 20,762,200 $ 620,300 3.1% The scenario as presented in the preliminary budget shows the percentage of the budget dedicated to personal services at 75.3% and the allocation continues to reflect the intensity of personnel costs to deliver local government services. Overtime allocations remain at approximately the 2009 levels to provide for unavoidable circumstances such as police investigations, police call for service responses that cross shifts, filling out patrol shifts, and snow plowing, etc. The overtime allocation also covers the required 13 peak service demand times without increasing the personnel complement necessary for base level staffing for ongoing activities. Contingency Account The current preliminary budget as prepared by the City Administrator includes a deficit in the contingency account of $19,800 which will be eliminated with subsequent revisions to the preliminary budget. A small contingency account primarily for the purpose of facilitating small changes during the budget implementation will be incorporated back into the budget as work continues. This presentation combined with no use of the fund balance to support 2010 on -going operations continues the City Council direction in response to the 2004 budget public policy considerations for use of the Contingency Account and Fund Balance. An adequate savings account is continued in the fund balance to be used to provide security and flexibility in future operations. That savings account remains undesignated in the General Fund in the preliminary budget. Previously, the City budgeted approximately 2% of the total budgeted operations amount from current resources into the contingency account in addition to maintaining the fund balance at approximately 30 to 35% of the next year's expenditures. The fund balance target has subsequently been revised to 40 to 45% of the next year's expenditures. Per previous City Council direction the appropriate level and use of the fund balance will continue to be reviewed for potential future modification. General Fund Fund Balance No current, proposed expenditures are recommended for financing through the General Fund fund balance for the 2010 budget. Savings resulting from additional personnel reductions during 2010 will result in an increase to the City's fund balance and move the balance back in the direction of the desired range. The General Fund fund balance as reported in the December 31, 2008 Comprehensive Annual Financial Report was $10,429,868. This balance calculates to 38.6% of the revised 2009 budgeted expenditures and is undesignated and available as a contingency and to provide working capital for operations. Based on the continuation of City Council direction used in the preparation of the 2004 budget operations, the Fund Balance is set aside to provide for emergency or unanticipated expenditure appropriations during the balance of 2009 and 2010. During the 2004 budget deliberations, it was determined that it would be prudent to eliminate the budgeted operating contingency and to use the Fund Balance as a contingency account. The position of the fund balance is as follows: December 31, 2008 Fund Balance $10,429,868 Minus Proposed Appropriations for 2009 Budget - Projected 12 -31 -09 Balance $10,429,868 Projected 12 -31 -2009 Fund Balance as % of 2010 Budget 37.8% Fund Balance Target at 40% $ 10,800,000 Projected Variance From Target at 12 -31 -2009 $ (370,132) 19 The City Council has previously authorized a payment of $600,000 from the fund balance to purchase land for the new fire safety center. Given the current challenges with General Fund operations and fund balance levels, that proposed expenditure is not reflected in the above table. Staff will be recommending different funding options for the land purchase when a complete financing package is put together for the fire safety center roject and presented to the Council for formal consideration. Again, per previous City Council direction the appropriate level and use of the fund balance will continue to be reviewed for potential future modification. Cedarvale Special Services District Prior to the preliminary levy certification, a final determination will be made concerning the appropriate levy for the Cedarvale Special Services District. The levy for payable years 2003 through 2005 was $2,000 annually. The levy for payable 2006 was raised to $3,000 and is currently proposed at that level for payable 2010. 1 5 General Fund Budget Next Steps 11 -Aug City Council review of a preliminary General Fund Budget. * Staff modifies preliminary budget per City Council direction. * Voluntary Early Retirement/Separation program is implemented. 8 -Sep City Council General Fund Budget Update. 15 -Sep City Council certifies preliminary tax levy. * Staff implements City Council direction. * Staff continues to modify the preliminary budget as staffing levels and models are adjusted. * Staff reviews additional cost shifting philosophies. * Staff reviews additional revenue enhancement opportunities. * Employee suggestions are reviewed and incorporated into budget as feasible. * Staff identifies service level impacts resulting from implementation of budget decisions. 22 -Sep Special City Council Meeting - Department Director Discussions Fall Citizen Informational Meeting(s). 15 -Dec City Council certifies final levy and approves 2010 General Fund Operating Budget. 2010 2010 General Fund Budget is Modified as necessary resulting from new information. For this schedule, action will need to be taken to reschedule the December City Council meetings, due to the legislative modifications to Truth in Taxation. Public Policy Issues The following are matters of public policy for the City Council's consideration at this time: 1. Preliminary Tax Levy — Is the proposed amount and allocation of the 2010 property tax levy appropriate? The Council is asked to provide direction to staff for the preparation of required material for consideration at the September 15, 2009 special City Council meeting. 2. Feedback on Revenue Estimates /Expenditures Appropriations -- The City Council is asked to provide feedback to the City Administrator to continue preparation of the final budget. Together with the Department and Division Heads, I submit this 2010 preliminary budget, the enclosed budget information and these policy issues for your consideration, while acknowledging the fluid status of budgeting in today's world and the need for a great deal more on -going work and discussion to reach a "final" product for adoption in December. (Z9#44 City Administrator 2007 Per Capita Current Expenditures MN Cities with 50,000+ Population (Source: State Auditor, January 2009) Lakeville . -/ t ° � 376 Blaine 399 Eagan 410 Coon Rapids 422 4 i � � Woodbury t 432 Plymouth. 500 Burnsville A .} 507 Maple Grove _` 532 Brooklyn Park , ,- > . -r 570 '35 a � k t .. Eden Prairie r£; 590 Minnetonka 613 St. Cloud % 718 Rochester ? 719 Bloomington ` 963 St. Paul a 1,056 s , . "£,. q ' ? ' c �, y - 1j, Duluth s? � .� � �� k a � 1 , 13 6 Minneapolis reetaft x : 1 4 58 " $ $300 $600 $900 $1,200 $1,500 2009 Payable Property Taxes - City Portion Based on $275,808 market value home (Eagan average) Plymouth w`, " ° 4 649 Mendota Hts "_ _ 715 Eagan 741 Eden Prairie b 'g...; . t ;" 752 Minnetonka +txA;,e; }„ Y,4, ,.w ;° :+ 792 Woodbury 805 Maple Grove. ''" st. 819 Coon Rapids. k .tom 859 Bloomington : ; a.; " t -x *.. :s ` 914 Lakeville *0 9 3 18 -city average • 31 Burnsville c • 54 Inver Grove Hts g 1,002 South St. Paul r ' € ; ;r 1,020 Apple Valley rc Rig 1,066 Brooklyn Park 1,115 Rosemount.{ �Fw Vim; 1,142 West St. Paul ., .'tA 1,188 Hastings 1,32S 500 1,000 1,500 8/7/2009 2010 BUDGET GENERAL FUND COMPARATIVE SUMMARY OF REVENUES 2007 2008 2009 2010 Actual Actual Budget Proposed General Property Taxes $ 18,213,068 18,887,330 $ 20,685,800 $ 21,417,900 Licenses 273,298 278,552 278,200 278,700 Permits 1,348,651 1,192,579 589,500 597,600 Intergovernmental Rev 1,413,974 1,122,628 637,700 600,500 Charges for Services 1,489,364 1,291,509 1,139,300 1,016,100 Recreation Charges 713,740 697,606 747,800 719,300 Fines & Forfeits 283,396 318,252 350,500 372,000 Other Revenues 624,214 602,336 359,000 366,300 Program Revenues 1,537,208 1,432,676 1,846,300 1,761,500 Transfers 433,250 415,458 503,100 449,600 TOTAL GENERAL FUND $ 26,330,161 $ 26,238,925 $ 27,137,200 $ 27,579,500 ao O 0 0 0 0 g O 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 an Ln Ln M N O r O N O O C o O O N O N O t` O O M 0 0 0 0 I er o f M (-6 N U) N O M O tO Ln O (D O O O O N O N 0 0 et O O O O Co r r r N ' r r O ' r an In N ' co O o O O O O O c o o O O O O O O o o O o 0 O O O 0 0 0 0 0 O O O O O O 0 0 0 O O O O W r r ' ' ' r er r N r CO ' CA CO ' u er CO LO ' O ' O ' ' U) ' ' O CO d' N N N 1.-- CO v v O co Z ti r CO CO � - Q • I 0 O N EA EA EA 64 O O O O 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 - 0) ' ' ' 0) 0) CO O CD LO N O h N N er er P O O O O r 0 0 0 CO O CO O) CD r ti ti ea,- r W 00 r r- 00 O 10 O N 10 e!• h r O .-1- p r r r r N 1-. 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N to E» E» to H Z U W a0> z Z g_Z (n ct W 1- 0 Z W W W N a. rtZZ W C Z I 2 z C O O O Z W O LUQUcn UJ Q CD UJ oo� ° w �zz�ZJ U O U a� 0 O Q W W J CC W 2 � Q QYg E J NZ J F.-- 2 0 Z m u_ U o w Q g 0 0 _ OC O (n W U< Cr w H C] > U Lt. >- OD >- > cc ~ Q O -� < O O< f J Z 2 WOa H OC ZIY O Of w2w Q - 0 u_ W Q A O J 0 H Z< H 0 S O O Z Q CC O Q O 2 O Q 03 r c ( a n .3 a cL0 Onc003 a c)U '-U z 15 h O T M 1[) (D r T O T N (C) (1) (D 1 T N T d V Z CD CD CD CD CD CD CD (D 00 CO 00 00 00 00 00 CO CO CO z Q v Tr Tr v v [r v v v er Tr v v er Tr v Tr Tr a5 4 cal of Hap 2010 Proposed Budget Operating Budget P 9 General Fund Departmental Budgets 1 4111 City of Cap 2010 Proposed Budget Operating Budget Mayor & City Council (01) Responsible Managers: Mayor & City Council PURPOSE & DESCRIPTION The purpose of the Mayor and City Council is to: Expenditures as % of General Fund • Provide for the legislative and policy- Mayor & making activities of the City's government. , �sx� Council • Provide for the planning and control of 0.6/ municipal expenditures through the adopt- ion of an annual budget. • Provide for the generation of revenue through the levying of taxes, fees, and rate structures. • Provide a forum for citizen input into the policy process through public hearings, advisory commissions, public testimony, and civic and community groups. The Mayor and City Council are responsible for the following functions: • Participate in regular City Council meetings on the 1 and 3 Tuesday of the month, as well as monthly Council workshops as needed. • Serve on City Council Committees that make recommendations to the City Council as a whole. • Represent the City on various boards and Commissions pertaining to local government. PERFORMANCE INDICATORS 2007 I 2008 2009 2010 Actual Estimate .,._ Description Actual Target Number of special City Council meetings held 14 13 14 14 annually Percentage of City advisory commissions that met 100% 100% 100% 100% in a joint meeting with the Council each year 2 1[ ti Of I' ! 2010 Proposed Budget Operating Budget P 9 P 9 9 Mayor & City Council (01) Responsible Managers: Mayor & City Council Expenditure by Category HIGHLIGHTS & CHANGES Overview: The Mayor & City Council budget is proposed to increase by $7,200, or 4.9 %. The increase is due to higher health insurance costs and Personal Services an increase in conferences /schools due to lodging Services needs for the proposed LMC Conference. and Other 75.6% Charges 24.4% 2009 MID -YEAR BUDGET ADJUSTMENTS: None. 2010 HIGHLIGHTS: Highlight/Change 1: Health insurance premiums for the Mayor and City Council are projected to increase. Financial Impact: Increase of $7,500 Service Level Impact: None Highlight/Change 2: Attendance by Council members at the annual National Organization to Insure a Sound - controlled Environment (NOISE) conference has again been eliminated due to the decision of the City Council in 2009 to eliminate the City's membership in NOISE. Financial Impact: $0 Service Level Impact: Minimal impact, if any Highlight/Change 3: Attendance by three Council members is again proposed for the League of Minnesota Cities Conference in St. Cloud in June. In 2009, the conference was held in St. Paul and thus lodging was not budgeted. Financial Impact: $600 increase Service Level Impact: Minimal impact, if any EXPENDITURE SUMMARY Adjusted I Proposed Actual Actual I Budget Budget Expenditure i 2007 2008 g ; 2009 2010 i Personal Services $ 84,315 $ 84,323 $ 109,700 i $ 117,200 Parts and Supplies - = 126 Services and Other Charges 40,277 36,776 38,200 37,900 Total $ 124,592 ' $ 121,225 , $ 147,900 .., i $ 155,100 3 . 4 111 aty of Etall 2010 Proposed Budget Operating Budget . . Mayor & City Council (01) Responsible Managers: Mayor & City Council LINE ITEM DETAIL 1. Adjusted ! Proposed , , 4. 1 : Actual : i Actual i Budget 1 ; Budget 1 1 , . ' ' Acct PERSONAL SERVICES 2007 1 2008 1 1 2009 i 2010 6110 SALARIES AND WAGES - REGULAR 1 $ 37,159 i 37,017 I $ 53,600 i 1 $ 53,600 4 '14- i 6144FICA : 2131 i ‘ 2,002 i i 4100 : 4,100 6146;PERA-DCP 1381 i 1 1,372 1 i 2000 1 i 2000 , 6151 HEALTH INSURANCE 43384 i 43,674 49,900 i r 57400 6152A_IFE INSURANCE 80 I 79 6154 DISABILITY-LONG TERM 113 1 108 6155 WORKERS COMPENSATION - _, 67 1 ' 70 1 100 i 100 PERSONAL SERVICES 84315 1 84323 1 109,700 : 117200 PARTS & SUPPLIES I 1 6215 REFERENCE MATERIALS - 126 : - 1 1 - , PARTS & SUPPLIES : - i 126 i - ; - . . SERVICES & HER CHARGES : • . . . OT..„ 63531PERSONAL AUTO/PARKING i - : 100 1 ; 100 1 6355!CELLULAR TELEPHONE SERVICE : •• - _ . : , - 638& INSURANCE 22 I 21 500 : i 21 500 20 600 6475 Al I S o ti I. A N E 60 S - 1 167 i 1 300 - Yo a , i 1 6476 CONFERENCES AND SCHOOLS 13958 9,656 116001 12,200 647T LOCAL MEETING EXPENSES 3,619 i 5,453 i : 4 i 4,700 SERVICES & OTHER CHARGES : . 40,277 i 1 36,776 i 1 38,200 I 37,900 . . . H . , iTOTAL MAYOR & CITY COUNCIL $ 124,592 i $ 121,225 i 1 $ 147,900 i 1 $ 155,100 , 4.87% • • 4 ty Udll 2010 Proposed Budget Operating Budget This page left intentionally blank 5 • *City of Cal; 2010 Proposed Budget Operating Budget Administration (02) Responsible Managers: Tom Hedges, City Administrator PURPOSE & DESCRIPTION The purpose of the Administration Department is Expenditures as a of General Fund to: • Ensure the execution of policies ands . Admin. 18% direction of the Eagan City Council. • Provide administrative leadership for day - to -day operations. • Coordinate the various municipal functions and provide administrative support as required. The Administration Department is responsible for the following functions: • Respond to inquiries and requests of the City Council. • Oversee Department Heads and ensure departments are working in coordination with one another toward a common goal. • Complete administrative activities not unique to and, therefore, not assignable to other operating depart- ments or divisions. • Prepare weekly Council packets and other communications to the City Council and the City's organization as a whole. • Provide staff support to the City's Airport Relations Commission and airport noise advisory bodies. PERFORMANCE INDICATORS 2007 2008 2009 2010 Description Actual Actual Estimate Target Number of airport noise complaints /questions (telephone and email) 155 125 160 130 Percentage of airport noise complaints (telephone :calls and e- mails) responded to within 24 business 97.0% 97.0% 99.0% 98.0% hours Percentage of citizens rating quality of life in Eagan as excellent or good. (note: biannual N/A 98.0% 96.0% 98.0% } survey) 6 of Eta 2010 Proposed Budget Operating Budget P 9 P 9 9 Administration (02) Responsible Manager: Tom Hedges, City Administrator HIGHLIGHTS & CHANGES Expenditure by Category Overview: The Administration budget is proposed Parts and to increase by $13,300, or 2.7% over the adjusted Supplies 2009 budget. The majority of the increase is a result Personal 0,7% of increased health insurance. Services Services 2009 MID -YEAR BUDGET ADJUSTMENTS: 81.3/ and Other Goals facilitator ($1,500); Conferences ($3,500) Charges 18.0% 2010 HIGHLIGHTS: Highlight/Change 1: Health insurance costs are anticipated to increase. Financial Impact: $5,600 increase Service Level Impact: None Highlight/Change 2: In 2009, the amount budgeted for a facilitator (professional services) was reduced by $1,500 and the same budget is again proposed for 2010, particularly since the City Council would not typically have a goals retreat in 2010 given that the Council adopted their 2 -year goals in 2009. Financial Impact: None Service Level Impact: The City Council would be limited on professional facilitation services in 2010. Highlight/Change 3:. Conferences and Schools are proposed to increase to reflect the costs to attend conferences previously attended prior to 2009. In 2009, the conferences and schools line item was reduced by $3,500 and neither the City Administrator nor Assistant to the City Administrator attended the ICMA Conference. Additionally, the LMC Conference, which was in St. Paul in 2009, will be in St. Cloud in 2010 thus requiring lodging arrangements. The increased lodging expense is included in the proposed 2010 budget. Financial Impact: $6,000 increase over adjusted 2009 budget Service Level Impact: Minimal; however, the City often learns of new or improved service delivery opportunities as a result of attending the national City Manager's conference. Highlight/Change 4:. The Historical Society is proposing either the replacement or repair of the 1914 Town Hall sign. The existing sign is weathered and in need of maintenance or replacement, especially in light of the upcoming sesquicentennial year. The Historical Society wishes to match the new, more durable signs that are being placed throughout the parks system. The City can realize a savings by ordering when the Parks Dept orders its next set of signs. The proposed budget includes the cost of a new sign; an alternative is to refurbish the existing sign at a cost of $400. Financial Impact: $1,400 to replace (or $400 to refurbish) Service Level Impact: None EXPENDITURE SUMMARY Adjusted Proposed Actual Actual Budget Budget _ Expenditure 2007 2008 2009 2010 Personal Services = $ 385,837 % $ 401,320 $ 399,400 , $ 404,700 Parts and Supplies ; 3,986 ; 3,663 3,500 3,300 Services and Other Charges 84,085 91,153 i 82,300 89,800 Capital Outlay 1677 1,724 - 700 Total $ 475,585 $ 497,861 $ 485,200 $ 498,500 7 City Of Cato 2010 Proposed Budget Operating Budget Administration (02) Responsible Manager: Tom Hedges, City Administrator POSITION INVENTORY Personnel 2007 ; , 2008 2009 i 2010 Hours City Administrator 1 1 _1 ___.. _.._. 1 2,080 Assistant to City Administrator 1 ' 0 8 r; 0 8 i , 0.8 i 1,664 Administrative Secretary/Deputy Clerk 1 1 0.8 ` 08 ! 1,664 Clerical Technicians 1 1 I 0.8 0.8 i 1,664 Total 40 38 , 34 j 34 7,072 2010 WORK PLAN Activity Routine - meeting and workshop ������ _ ��_ �., _. _ g 1 Council g p preparation 2 Airport duties (citizen communication, ARC preparation, service on Committees etc.) 3 Intergovernmental municipal, City departmental, and association meetings 4 Clerical and administrative support 5 Oversight of the City's day-to-day operations 6 Annual budget preparation 8 City ofEa10 i 2010 Proposed Budget Operating Budget P 9 P 9 9 Administration (02) Responsible Manager: Tom Hedges, City Administrator LINE ITEM DETAIL . _. __ __ _ __ ._.- 1 Ad justed L Proposed Actual Actual Budget , Budget Acct: PERSONAL SERVICES - 2007 _; 2008 2009 2010 6110:SALARIES AND WAGES-REGULAR R $ 306,613 1 319,187'] $ 314,500 1 $ 314,500 6112: OVERTIME-RE 2,795 1 1,128 = ? 2,800 1 1,500 6130 SALARIES AND WAGES - TEMPORARY 836 1,109 = - - 6142: PERA- COORD__INATED 1 19,013 20,282 ; ; 21 400 = 1 22,1-60 6144 FICA 20,119: 20,873 1 21,200 21,400 _ 6151 HEALTH INSURANCE 33,519: 35,595 ; 3 7,600 43,200 6152: LIFE INSURANCE 478 1 4991 - I - 6154DISABILITY - LONG TERM 935 961 I - 6155 WORKERS COMPENSATION i 1,529 1 1,686 • ` 1,900 1 2,000 PERSONAL SERVICES 385,837 401,320 ; 399,400 404,700 PARTS 8 SUPPLIES 6210 OFFICE SUPPLIES • 3,104 3,093 2,500 1 2,500 6211.OFFICE PRINTED MATERIAL/FORMS 1063 100 6212 O FFICE SMALL EQUIPMENT , 200 { 100 6215 REFERENCE MATERIALS 529 180 300 ' 200 6220 OPERATING SUPPLIES GENERAL 1 353 391 400 = 400 6230: REPA1R/MTN SUPPLIES - GENERAL - PARTS & SUPPLIES 1 3,986 I 3 3 500 3,300 j j SERVICES & OTHER CHARGES 1 6310PROFESSIONAL SERVICES - GENERAL 50 ; I - 1,500 6353: PERSONAL AUTO /PARKING 46 - ! - 6355 TELEPHONE SE_ RVICE 8,915 9,117 9,300 = 9,300 11 500 6357 GENERAL ADVERTISING 468 277 , i 500 6370 GENERAL PRINTING AND BINDING I 265 i 6385: 6475: M S C EL LANE O US _ ...__ .. - 4,600 6 1 1,299 1 4 400E 3 4 0 6476; CONFERENCES AND SCHOOLS 6,043 , ? 5,946 1,300 1 1 7,300 6477 :LOCAL MEETING EXPENSES I 3,281 3,121. 4,600 = I 4,500 i • 6479 :DUES AND SUBSCRIPTIONS 47,509 48,559 47,100 100 47,400 6496 HISTORICAL SOCIETY 1,307 ; 5,471 1 2,500 j 2,500 '. 6535 OTHER CONTRACTUAL SERVICES 11,750 ' 13,000 1 12,500 1 1 12,500 6561 TEMPORARY HELP - CLERICAL - , l - 1 1 - SERVICES & OTHER CHARGES 84,085: ? 91,153 , ? 82,300 89,800 CAPITAL OUTLAY - 1 6660 FURNISHINGS /EQUIPMENT ', 1,677: 1,724 ( - i 700 CAPITAL OUTLAY ! 1,677 1 1,724 - 700 !TOTAL ADMINISTRATION 1 $ 475,585 1 $ 497,861 $ 485,200: $ 498,500 1 2.74% 9 City of Ea M 2010 Proposed Budget Operating Budget P 9 P Information Technology (03) Responsible Manager: Kristi Peterson, IT Coordinator PURPOSE & DESCRIPTION The purpose of the IT Department is to: Expenditures as a % of General Fund • Provide technology support for the City's : Informatio Local and Wide Area Network operations. y n Tech. • Develop and implement Citywide IT poll- " ° 4.7% cies and procedures. • Provide technology support for the City's desktop and mobile hardware. • Provide support for all City software appli- cations. • Provide support for City's Communication Systems hardware and software. • Recognize and recommend new developments in technology. • Establish standards for efficient operation of staffs IT tools to maintain high quality of service with minimal downtime. The IT Department is responsible for the following functions: • Recommend, purchase, install and provide technical support, maintenance and security for the City's Local and Wide Area Network operations and all of its components. • Recommend, purchase, install and provide technical support for desktop and mobile computer hardware and software applications. • Provide support for telephone /voicemail software and hardware. • Recommend, purchase, install and support the City's low- voltage wiring infrastructure. • Maintain WAN backup system. • Conduct research and recommend new or improved technology systems. PERFORMANCE INDICATORS 1 2007 2008 2009 2010 Description Actual Actual F Estimate Target City PCs maintained 270 280 295 .300 Work orders processed 2,150 2,419 3 3,000 3,000 PCs replaced per year 40 68 15 60 Non-LOGIS software applications supported ! 106 � 111 110 Printers maintained 99 105 1 66 60 Spam emails deleted before arriving at City, 408,200 N/A 1,600,000 N/A avg /day Spam emails quarantined, average per day 1 N/A 8,000 N/A LOGIS software applications supported 1 14 14 14 14 Gigabytes of server storage 3,500 7 426 5 200 8 500 Average gigabytes su orted (PC sup ort...- .._.__ � 16 200 ._.. .._._23 600 26 400 2 ' -, 9 supported � support) 27,000 10 City of 1 2010 Proposed Budget Operating Budget • Information Technology (03) Responsible Manager: Kristi Peterson, IT Coordinator l HIGHLIGHTS & CHANGES Expenditure by Category Overview: The Information Technology (IT) Services Department budget is up $26,500, or 2.1 %, Parts and and Other primarily due to inflationary increases and an Supplies Charges increase in contractual programming, offset by 2.6% 62.8% decreases in maintenance contracts. Basic LOGIS services costs are unchanged from last year. Capital 2009 MID -YEAR BUDGET ADJUSTMENTS: Personal Outlay GIS licenses ($24,600) Services 0.2% 34.3% 1 2010 HIGHLIGHTS: Highlight/Change 1: LOGIS special services and contractual programming are up due to the installation of the City -wide wireless to all appropriate facilities. This initiative is in response to many requests from patrons and guests of the Eagan Community Center, Cascade Bay and Eagan Civic Arena, and staff for vendors' use in the City Council Chambers and conference rooms. Financial Impact: $8,000 increase. Service Level Impact: The service level of wireless use within the City facilities will increase both for guests and staff. Highlight/Change 2: Maintenance contracts are down as some maintenance costs have been incorporated into the LOGIS module charges such as Parks and Recreation additional Class module charges. Maintenance contracts on scanners for document imaging have been removed as staff feels the costs exceed the value. The scanners are on the 4 -year replacement schedule and are noted in the CIP. Financial Impact: Estimated savings is $23,000. Service Level Impact: Service impact should be minimal as there will be no reduction in service. EXPENDITURE SUMMARY Adjusted Proposed Actual Actual Budget Budget Expenditure 2007 I - 2008 ' i 2009 2010 Personal Services $ 287,110 $ 394,106 > $ 434,300: 'z $ 442,900 Parts and Supplies 44,325 55,549 j 29,600 34 100 Services and Other Charges 746,553 745,218 799,200 809,900 Capital Outlay 2,047: 13,893 2,700 Total $ 1,080,035 $ 1,208,766 $ 1,263,100 $ 1,289,600 11 4 ° ' Qty tibia 2010 Proposed Budget Operating Budget Information Technology (03) Responsible Manager: Kristi Peterson, IT Coordinator POSITION INVENTORY Personnel , ' 2007 ' 2008 1 3 2009 2010 i Hours IT Manager 0 1 f 1 1 2,080= IT Supervisor 0 1 I < 1 ? I 1 2,080° IT Coordinator 1 0 0 0 0 IT Specialist 2 2 2 2 1 4,160 Total ,__ - -... 3 4 .___. _. .._ 4 4 8,320 2010 WORK PLAN Activity Routine 1 Develop IT polic and procedures 2 Research and recommend new technologies 3 Establish IT objective ___- .___... ________....�_..__... _� . _._._ -� . -__ �,._- _..___ �__.._____._,_ _ U _. ._.._.___ s, standards and controls 4 Troubleshoot hardware /software system and telephone /voicemail problems 5 Maintain LAN backups and recovery and security systems 6 Purchase hardware /software, supplies and licensing 7 Coordinate projects with LOGIS 8 Maintain network and user accounts _ 9 Design and implement network wiring infrastructure 10 Maintain relationships /memberships with intergovemmental agencies 12 City orb 1 2010 Pro osed Bud et O eratin Bud et - P 9 P 9 9 Information Technologies (03) Responsible Manager: Kristi Peterson, IT Coordinator LINE ITEM DETAIL I Adjusted Proposed Actual Actual Bud et Bud et 1 9 __ _ 9 Acct PERSONAL SERVICES 2007 2008 2009 1 2010 6110 SALARIES AND WAGES - REGULAR $ 222,940 $ 310 610 ' $ 336 900 ; $ 340 300 6112 OVE RTIME- REGULAR 1,687 813 , ' 5,000 3,000 6142 COORDINATED 14,151 20,037 23,100 ; 24,000 6144, F ICA 16, 558 22, 711 i 26, 200 ' 26, 300 6151, HEALTH INSURANCE 29,243 36,479 40,600' _ 46,700 16152 }LIFE INSURANCE 381 ; 477 ` 1 6154 DISABILITY LONG TERM 762 953 .. ,.. 6155 WORKERS COMPENSATION m „ 1,388 ' 2,026 i "" 2 500 ' 2,600 TOTAL PERSONAL SERVICES 287,110 i 394,106 434,300 ,� ' 442,900' PARTS & SUPPLIES 6210 OFFICE SUPPLIES 26,824 37,551 22 500 ? 25 000 1 6224"CLOTHING /PERSONAL EQUIPMENT -..._ 48 ; 100 , 100 6230 REPAIR /MAINTENANCE SUPP -GENE 13,461 11,065 . . 7000 7,000 ;.. 62311 MOBILE EQUIPMENT REPAIR PARTS 135 1 1 i - 6270�COMP UTER SOFTWARE 3,905 1 6,884: 2,000 PARTS &SUPPLIES 44,325 55,549 1 29,600 34,100 . 3 SERVICES & OTHER CHARGES 63101 PROFESSIONAL SERVICES - GENERAL 13,306 ; - - 6330 DCC COSTS 553 z 6346 POSTAGE 115. 95 I 100 200 63471 TELEPHONE SERVICE & LINE CHG 1,220 - 1 000 2 1 000 6348 MATRIX SERVICE AND REPAIR 1 885 1 414 1 200 2 000 63501 LOGIS IT SERVICES 470,395: 479,446 , 493,500 1 499,100 6351: PAGER SERVICE FEES 66 = - 100 - 6352: TELEPHONE CIRCUITS 27 683 16 430 I 29 000 25 000 63531 PERSONAL AUTO /PARKING 1 141 . 1 011 2 000 1 i 2 000 6355, CELLULAR TELEPHONE SERVICE 1,469 3,358 ; , 2 100 " 2 900 6360 DAKOTA COUNTY CJIIN PARTNERSHIP 45,538 - ; 45,538 4 500 ; 45 500 6385 INSU RANCE 5,900 5,600 5,600 - 5 300 __ Z 6477 OCAL RENCES AND SCHOOLS 1,972 ¢ 4,800 , 1 800 800 ' MEETING EXPENSES - 42 100 1 1001 6479_ DUES AND SUBSCRIPTIONS 15 , , 17 - - I . ! 6535: OTHER CONTRACTUAL SERVICES 375 6567. CONTRACTUAL PROGRAMMING /DP 7,575 5 586 4 000 4 6569 MAINTENANCE CONTRACTS 167,720 i 181,505 ' 216,200 € 1 220 000 SERVICES &OTHER CHARGES 746 553 s 745 218 799 200 , 809 900 CAPITAL OUTLAY 6650 FURNITURE & FIXTURES 274 $ ' 5,333 3 6660OFFICE FURNISHINGS /EQUIPMENT 1,773 8,560 m 2 700 I I CAPITAL OUTLAY 2,047 1 13,893 2 700 TOTALINFORMATION TECHNOLOGY $ 1,080,035 ` $1,208,766 " $ 1,263,100 ,_ $ 1,289,600 2.10 %t 13 4 0' City fibai i 2010 Proposed Budget Operating Budget Administrative Services - City Clerk (04) Responsible Manager: Maria Petersen, City Clerk PURPOSE & DESCRIPTION The purpose of the City Clerk Department is to: Expenditures as a % of General Fund • Conduct elections. City Clerk • Execute official documents and maintain 11% official records of the City. • Oversee issuance of personal and busi- ness licenses as required by City Code. • Oversee City purchasing. The City Clerk Department is responsible for the following functions: • Provide for maintenance and execution of procedures for voter registration • Coordinate purchases through co -op ventures and vendor selection • Prepare, execute, and maintain official City records • Prepare and post official notices • Record and maintain minutes of Council and Commission /Committee meetings • Provide public information on ordinances, contracts and policies • Issue and renew business licenses • Oversee risk management programs • Coordinate the City's safety program PERFORMANCE INDICATORS 2007 ' 2008 2009 2010 Description Actual Actual Estimate Target Registered voters in City 5 39,372 48,012 40,000 44 00 0 Voter turnout 27.0% . _ 79% 0% 70% Dangerous dog hearings 9 6 8 7 Insurance claims processed 1 71 j 57 = 70 60 Licenses (all types) issued 319 331 334 359 Pages of documents imaged 55,000 75,500 45,000 75 14 I I?' City of Eava 2010 Proposed Budget Operating Budget • P 9 P 9 9 Administrative Services - City Clerk (04) Responsible Manager: Maria Petersen, City Clerk HIGHLIGHTS & CHANGES Expenditure by Category Overview: The City Clerk budget shows an Parts and increase of $65,600, or 26.3 %, due to election Supplies Personal 10% costs. Excluding election costs, the proposed Services budget increase is 1.7 %. 89.6% Services and Other 2009 MID -YEAR BUDGET ADJUSTMENTS: Charges Reduce clerical shared with HR from .75 FTE to .50 9.2% ($6,200) Capital Outlay 2010 HIGHLIGHTS: 0.2% Highlight/Change 1: In even years, the City Clerk budget will increase to provide for election - related activities. No increase in election judge compensation rates is proposed. Financial Impact: $67,800 increase in election costs, $63,000 of which is election judge wages. Service Level Impact: None. Highlight/Change 2: The City Clerk's attendance at the International Institute of Municipal Clerks Conference is budgeted on an every other year basis. Although budgeted in 2009, the City Clerk did not attend. Financial Impact: $2,500 reduction in 2010 Service Level Impact: None. 15 * UV of E; i ? 2010 Proposed Budget Operating Budget Administrative Services - City Clerk (04) Responsible Manager: Maria Petersen, City Clerk EXPENDITURE SUMMARY ; , Adjusted Proposed Actual Actual I Budget _ Budget _ Expenditure 2007 2008 2009 2010 # Personal Services : $ 231,396 ; $ 312,403 1 I $ 218,000 € $ 281,900 Parts and Supplies 3,865 ° 1,438 _ 300 1 ` 3,300 Services and Other Charges i 30,245 31,899 30,800 ... 28,800 Capital Outlay 2, 085 1,013 I - 700 Total .,. I ? $ 267, 591 1 1 $ 346,753 = $ 249,100 $ 314,700 POSITION INVENTORY Personnel 2007 2008 2009 i i 2010 Hours' City Clerk 1 : 1 1 1 ? 2,080 { Clerical Technician 1 0.75 0.75 i i 0.5 0.5 , t 1 040 Receptionist s - 1.5 1.5 1.5 1.5 ; : 3,120 Total 3 25 3.25 3.00 3.00 6,240 2010 WORK PLAN Activity Routine '1 Risk Management 2 Licensing 3 Purchasing 4 Safety Coordination 5 Annual Budget Preparation 6 :Clerical and Administrative Support 7 Elections 16 City of ,1' 1 2010 Proposed Budget Operating Budget Administrative Services - City Clerk (04) Responsible Manager: Maria Petersen, City Clerk LINE ITEM DETAIL Adjusted Proposed tual 1 Actual ; 1 Budget Budget Acct= PERSONAL SERVICES 2007 2008 ? 2009 1 i 2010 6110, SALARIES AND WAGES - REGULAR $ 165,687 179,512' $ 163,600 1 ` $ 161,900 6112 OVERTIME REGULAR 842 I 2,935 ; - ; i 3,0001 6130, SALARIES AND WAGES - TEMPORARY 15,691 1 71,672 - 60,000:. 6131 OVERTIME- TEMPORARY 1 6142 PERA - COORDINATED 10 201 11 676 11 000 } r 11 500 6144 FICA 10,807 ! 11,859 , 12,500 = . 12,600 { 6151, HEALTH INSURANCE 26,472 32,695 29,700 31,600 6152 LIFE INSURANCE 279 ; 319 - - 6154 DISABILITY , LONG-TERM 390 ' 565 6155 WORKERS COMPENSATION 1,027 , 1,169 1 1,200 �� � 1,300 PERSONAL SERVICES 231,396 • . 312,403 , 218,000 1 ! 281,900 I PARTS & SUPPLIES 165 18 300 6210 OFFICE SUPPLIES i 300 6212 OFFICE SMALL EQUIPMENT ? 340 - . 6220 OFFICE SUPPLIES GENERAL - 1 ; 2 6 - 6225' ELECTION SUPPLIES I 3,360 1,394 , ; 3,000 PARTS & SUPPLIES 3,865: 1,438 [ 300 3,300 ; SERVICES & OTHER CHARGES 6346 POSTAGE 4,600 - - 6353 PERSONAL AUTO /PARKING 241 1,059 200 = 300 _ .. _.. -_.. _, � __ _.._ .� �- 100 6357 6355 CELLULAR TELEPHONE SERVICE 60 145 I ADVERTIS /PUBLICATION 340 6359' LEGAL NOTICE PUBLICATION 14,886 1 1 14,749 = 16 000 ; 15,000 6370 GENERAL PRINTING AND BINDING 4,931 1 1 - , ! - : : - 6385 INSURANCE 1,400 ` , 1,600 1,600 ! 1,500 6475 MISCELLANEOUS 11 100 j 6476, CONFERENCES, TRAINING, SCHOOLS 497 691 3,100 600 6477. LOCAL MEETINGS EXPENSE 1,248 E 1,584 - j 1,600 1 6479 DUES AND SUBSCRIPTIONS i 210 35 200 : : 100 6481 RECORDING FEES t 4 6535OTHER CONTRACTUAL SERVICES 1,661 i 5,482 3,000 ; 3,000 6555 ELECTION JUDGES 160 - 6569, MAINTENANCE CONTRACTS - 6,550 6,600 6,600 1 OTHER SERVICES AND CHARGES 30,245 ; 31,899 30,800 28,800 w CAP L OUTLAY r 6660YOFFICE FURNISHINGS /EQUIPMENT 2,085, 1 1,013 I 700 CAPITAL OUTLAY 2,0851 1 1,013 1 700 TOTAL CITY CLERK i $ 267,591 , $ 346,753: $ 249,100 $ 314,700 26.33 %! 17 City of Cr 1 2010 Proposed Budget Operating Budget Administrative Services— Finance (05) Responsible Manager: Tom Pepper, Chief Financial Officer PURPOSE & DESCRIPTION The purpose of the Administrative Services - Expenditures as a % of General Fund Finance Department is to: Finance • Manage and safeguard the City's financial 4.0% assets. • Provide timely and accurate financial infor- mation to aid management in making deci- sions about the City's operations. • Communicate financial plans and financial results to the City's various stakeholders via financial reports. The Administrative Services - Finance Department is responsible for the following functions: • Accounting and financial reporting • Budgeting • Accounts payable • Payroll • Utility Billing • Cash receipting and investment management • Debt management PERFORMANCE INDICATORS 2007 = 2008 2009 2010 Description Actual = Actual Estimate I Target Moody's credit rating Aa1 Aa1 Aa1 ._ ._ -.'._ Aa1 Standard & Poors credit rating AA+ AA+ AA+ AA+ Average rate of retum on investments # 4.5% 4.4% i 4.0% I 3.0% Vendor checks issued 7,944 8,384 8,000 8,000 Payroll checks /direct deposit issued 12,029 12,552 12,200 12,200 paychecks paid as direct deposit 78% 78% 100% 100% Utility accounts � P Percent of a s sennced 19,400 19,554 19,450 19,450 18 4 City of Hap 2010 Proposed Budget Operating Budget Administrative Services— Finance (05) Responsible Manager: Tom Pepper, Chief Financial Officer HIGHLIGHTS & CHANGES Expenditure by Category Overview: The proposed Finance Division budget Parts and is up $36,400, or 3.4 %, from the adjusted 2009 Personal Supplies budget. No new initiatives or significant changes in Services 2.14 services are proposed. 89.7% Services and Other 2009 MID -YEAR BUDGET ADJUSTMENTS: Charges Conferences /training ($5,000) 8.0% Capital 2010 HIGHLIGHTS: outlay Highlight/Change 1: Personal Services are 0.3% increased due to step increases for four staff members, contract wage increases for three union staff members, and a revaluation of the accountant/budget analyst position. Financial Impact: Total Personal Services is up $35,300 Service Level Impact: None EXPENDITURE SUMMARY Adjusted Proposed Actual Actual Budget Budget Expenditure 2007 2008 2009 2010 Personal Services $ 830,519 $ 887,036 $ 957,400 $ 992,700 Parts and Supplies 21,042 25,034 i 24,900 23,100 Services and Other Charges 8 00 harges : 83, 842 88, 321 , 87, 000 � 5 8 Capital Outlay 2,963: 2,590 i 1,400 2,800 Total $ 938,366 $ 1,002,981 I i $ 1,070,700 1 $ 1,107,100 19 City of Bap 2010 Proposed Budget Operating Budget ' . Administrative Services—Finance (05) Responsible Manager: Tom Pepper, Chief Financial Officer POSITION INVENTORY IPersonnel ' I 2007 : 2008 I ! 2009 ! 2010 f ! Hoursi ;Director of Administrative Services : 1 1 ! 1 1 i , 1 1 2,080 Chief Financial Officer 1 1 ! ; 1 1 ; , 2,080 Accountant II , 1 1 i : 1 1 ' ! 2,080 1 Accountant I 1 3 . , , 4 4 4 ' ' 8,320 Accounting Clerk - Accounts Payable ! 1 ' ' 1 , 1 1 : ! 2,080 Accounting Clerk - Payroll 1 1 , ! ; 1 1 : i 2,080 . , Accounting Clerk - Utility Billing 1 : , 1 1 ! 1 1 ' 080 2 ' Accounting Clerk - UB/Special Assessments i - 1 1 1 1 1 ' - 2,080 , :Total , : 10 : 11 , 11 . 11 , 22,8801 2010 WORK PLAN Activity Routine 1 ,Administratiw/supervision 2 Preparation of budget/CIP 3 Preparation for audit and completion of annual report 4 Dakota County Drug Task Force accounting _ .._.„ . _ 5 Special assessment accounting 6 Other general accounting and reporting _. 7 Water/sewer utility billing 8 Payroll processing 9 Purchasing/accounts payable processing 10 Investment/debt management 11 ,Preparation of new budget format/budget book .. ., 12 Utility billing system conversion 20 40 City of Eta 2010 Proposed Budget Operating Budget Administrative Services- Finance (05) Responsible Manager: Tom Pepper, Chief Financial Officer LINE ITEM DETAIL A I I Proposed Actual Actual Budget Budget ____._ �. _�ro �___- �__�._._ _. __._ . Acct: PERSONAL SERVICES 2007 2008 2009 2010 6110 SALARIES AND WAGES REGULAR i $ 642,928 681,963 i $ 735,000 $ 752,700 6112 OVERTIME REGULAR 3 888 6,377 4,000 1 1 4,000 f 6130 SALARIES AND WAGES -TEMP 6,495 1 - 6142 PERA - COORDINATED 40,589 44,196 49,900 =. 1 53,000 6144 FICA 46,627. 47,799 ` ' 54,700 1 : 56,400 6151 HEALTH INSURANCE 82,616' 98,763; 108,200 1 120,700 6152 LIFE INSURANCE 1 1,174 1,228 , - 6154 DISABILITY -LONG TERM 2,231 2,298 6155 WORKERS COMPENSATION 3,971 4,412 , 5,600 iY 5,900 PERSONAL SERVICES 830,519 887,036 036 957,400 i 992,700 _. 700 PARTS & SUPPLIES 6210 OFFICE SUPPLIES 16,179 22_,351 20,000 20,000 6215'REFERENCE MATERIALS 173 428 ? ?, 300 ' 300 6220 OPERATING SUPPLIES - GENERAL 3,829 1,377 3,700 1,900 ' 6270 COMPUTER SOFTWARE 861 878 ; 900 900 PARTS & SUPPLIES 21,042 - ' 25,034: ` 24,900 23,100 SERVICES & OTHER CHARGE S 6314AUDITING 20,300. 21,600 23,400 24,600 6315 FINANCIAL - NO N- AUDIT � 2,585 11,963 ; - - 6346' POSTAGE 12,349 12,934 ; 13,600 13,400 eM- 6347,TELEPHONE SERVICE & LINE CHG 10,149 9,226 10 ,100 ` ; 10000 3 6348 'MATRIX SERVICE - REPAIR 6353 PERSONAL AUTO /PARKING 4,708 4,870 4,900 4,900 6355' CELLULAR TELEPHONE SERVICE 215 ? 192 , = 200. ; 200 6357ADVERTISING /PUBLICATION - : 360 , 6370;GENERAL PRINTING AND BINDING 198 197 1,400 ? 400 • 6385 INSURANCE 8,200 ' 7,200 7,200 = 1 7,000 6426 SMALL EQUIPMENT REPAIR LABOR 623 299 500 200 6457 MACHINERY AND EQUIP RENT 8,163 2,76 10,300 1 11,000 1 6475 MISCELLANEOUS 5,840 6,024 6,800 ; ' 6,300 6476:CONFERENCES AND SCHOOLS 4,194 4 02 7 1 600 1 3,600 ' 6477 LOCAL MEETING EXPENSES 370 45 I 300 200 6479 DUES AND SUBSCRIPTIONS j 1,901. 1,318 1,900 ' 1 2,100 6493 DAKOTA COUNTY SPECIAL ASSESSMENT FEE 141 = s - i ; 200 ; ; - 6535 OTHER CONTRA CTUAL SERVICES - , 433 6569 MAINTENANCE CONTRACTS 3,906 ' ; 4,865: ; 4,600 ; ; 4,600 :`. SERVICES & OTHER CHARGES 83,842 88,321: i 87,000 88,500 CAPITAL OUTLAY 3 3 6650 FURNITURE & FIXTURES 964 - j 1 400 700 6660: :OFFICE FURNISHINGS /EQUIPMENT 1,999 ; ;, 2,590 ; - 2,100;' CAPITAL OUTLAY i 2,963 2,590 1 400 2,800 • TOTAL FINANCE $ 938,366 $ 1,002,981 ; : $ 1,070,700 ; $ 1,107,100 3.40% 21 4 0 1 " City ofCap 2010 Proposed Budget Operating Budget • Legal Services (06) PURPOSE & DESCRIPTION The purpose Legal Services is to: Expenditures as a % of General Fund • Provide legal counsel to the City Council Legal and staff. 1 � ��- .4 • Provide prosecution services in charges against perpetrators. • Provide counsel to Human Resources on labor and personnel issues. The Legal Department is responsible for the following functions: • Provide legal representation to City in the prosecution or defense of all proceedings in which the City is a party. • Review ordinances, resolutions, contracts and other legal documents. • Provide coordination with outside legal counsel. • Provide legal representation on personnel matters as needed. PERFORMANCE INDICATORS 2007 ° 2008 2009 j 2010 Description Actual Actual Estimate Target Number of civil legal service hours billed to the City 2,594 2,580 2,750 2,750 Number of civil cases prosecuted 6,305 7,746 5,900 7,600 Number of labor service hours billed to the City 250 80 I 250 100 22 4 city of Eaten 2010 Proposed Budget Operating Budget Legal Services (06) Expenditure by Category HIGHLIGHTS & CHANGES Overview: The Legal Services budget is proposed to decrease by $62,400, or 13.6 %, based on actual rvices reductions in utilization over the past two years. No Services fee increases are proposed by the three firms the and City uses. Charges 100.0% 2009 MID -YEAR BUDGET ADJUSTMENTS: None 2010 HIGHLIGHTS: Highlight/Change 1: The general legal services budget is down to better reflect actual expenditures. In 2008, as part of the RFP process for legal services, the City undertook a review of legal costs to determine ways to lower expenses, and it appears savings have resulted from an effort to be more judicious in our requests for services. Financial Impact: $37,400 Service Impact: While it is not apparent that the City is assuming more risk in not requesting as much legal services, there is the chance that it could be happening. Highlight/Change 2: The Other Legal Services expenditures are proposed to decrease to reflect historical expenditures. The budget anticipates some labor legal service costs associated with potential personnel issues that may arise from budget reduction measures across the City. Financial Impact: $25,000 Service Impact: None EXPENDITURE SUMMARY Adjusted Proposed Actual Actual Budget Budget Expenditure I 2007 ; 2008 2009 2010 ;Services and Other Charges $ 345,665 $ 400,441 i $ 457,400. $ 395,000 Total 345,665 400,441 457,400. $ 395,000 Breakdown: i Civil 190,476 174,271 217,400 ; 180,000 Prosecution 127,210 214,561 190,000 190,000 Other 27,979 ° 11,609 ° 50,000 25,000 $ 345665 $ 400441 $ 457,400 i 395,000 23 *City of Ea i 2010 Proposed Budget Operating Budget Community Development — Planning (07) Responsible Manager: Mike Ridley, City Planner PURPOSE & DESCRIPTION The purpose of the Community Development— Expenditures as a % of General Fund Planning Department is to: Comm Dev • Coordinate development review process - Planning and interaction with residential, commer- o cial and industrial developers and the pub- 3.3/ lic. • Perform long range planning activities to guide the physical development of the City. • Supervise the regulation of zoning and land use requirements set by the City Code. • Manage Geographic Information Systems data and reports for multiple City functions. • Coordinate economic development, redevelopment and housing finance activities in the City. • Manage special studies, projects and data analysis for development and redevelopment. • Provide adequate support/coverage for information requests from a variety of customers. The Community Development — Planning Department is responsible for the following functions: • Perform development application review and coordinate staff report preparation for Commission /Council review of land use, zoning and subdivision applications. • Maintain /Update Comprehensive Land Use Plan and Subdivision and Zoning Code. • Provide education and enforcement of zoning and land use regulations. • Develop GIS applications for department and provide multi- department GIS support. • Work with businesses, developers and other agencies to retain, expand and attract jobs and businesses in the community and to maintain, revitalize and redevelop specific areas of the City as appropriate. • Participate and /or staff Task Forces and coordinate special studies. • Manage cold phone /counter calls from residents, realtors, developers, etc. PERFORMANCE INDICATORS 2007 2008 2009 = 2010 Description Actual Actual Estimate ` Target Subdivision & Platting related applications 34 20 30 20 Zoning Enforcement Cases * 1,189 '* 1,233 900 1,100 Special Studies /Task Forces staffed I 0 0 1 0 Rezonings /Prelim & Final PD /PD Amendment 33 31 35 15 CUP /IUPNariances ! 31 38 30 25 Ord Amendment/Comp Plan Amendment Sign Permits 174 301 175 250 * Includes code violations, license compliance checks ** Includes code violations, license compliance checks and foreclosure & utility shut off monitoring 24 of Eat ! 2010 Proposed Budget Operating Budget Community Development — Planning (07) Responsible Manager: Mike Ridley, City Planner HIGHLIGHTS & CHANGES Expenditure by Category Parts and Supplies Overview: The Planning budget shows an increase 0.6% of $22,600, or 2.6% more than the adjusted 2009 Personal budget. Services Services g and Other 96.0% Charges 3.30/0 2009 MID -YEAR BUDGET ADJUSTMENTS: [Note: elimination of 1.0 FTE is reflected in Capital Protective Inspections division.] Reorganization Outlay adjustment +$5,300, planning studies (5,000), 0.1% economic development ($2,000), intern ($13,500) 2010 HIGHLIGHTS: Highlight /Change 1: Addition of training expenses for Property Maintenance /Code Enforcement Technicians for property maintenance /building condition classes and /or continuing education requirements. Financial Impact: $1,000 increase in Training and Conferences line item Service Level Impact: Current training and updates will build and maintain competencies to perform proactive property maintenance inspections more efficiently and effectively to preserve the quality of neighborhoods and commercial areas. Highlight/Change 2: Computer replacement was reintroduced into the 2010 budget and split between Protective Inspections and Planning budgets. The capital items were eliminated from department budgets entirely for 2009. Financial Impact: $700 increase Service Level Impact: None. 25 ' . ity of Ham i 2010 Proposed Budget Operating Budget i . Community Development — Planning (07) Responsible Manager: Mike Ridley, City Planner EXPENDITURE SUMMARY 1 , Adjusted e : Proposed 1 . • ' Actual , Actual i , Budget , - Budget : ---1 Expenditure , ' 2007 2008 , ; e ! 2009 : e 2010 Personal Services 1 $ 834,839 , 1 $ 813,787 1 ; $ 844,200 ; i $ 867,500 ; Parts and Supplies ; 4,044 ; 4,859 1 4,200 1 j 5,600 Services and Other Charges ; ; 31,131 , 1 97,831 ; 1 32,000 1 1 29,400 Capital Outlay ; 1 - I 1 700 ; : 1,200 ; , ; ; ; Total • " $ 870,014 e $ 916,477 1 $ 881,100 1 1 $ 903,700 POSITION INVENTORY Personnel e • - 2007 I 1 2008 ; ' 2009 " , 2010 i 1 Hours Community Development Director ; 0.5 1L_0.5 0.5 ' 0.5 L 1,0401 City Planner ; 1 1 ; 1 1 77- 1 1 i 1 1 2080; Planners ; 2 , : 2 2 2 1 4,1601 Planning Aide 1 1 1 1 " 2,080 7 ; GIS Technician/Planner 1 1 1 1 1 1 , 2,080, Code Enforcement Technician 3 1 ' 3 1 1 2,080 Code Enforcement/Property Maintenance 0 1 1 1 0 i 2 ; 2 ' 4 ,160! Office Supervisor . 1 . , 1 i 1 1 . 1 2,080: Total ' 9.5 1 9.5 . : 9.5 9.5 , 19,760 2010 WORK PLAN Activity Routine 1 ,General Planning & Zoning Administration 2 Current Planning 3 Special Studies/Budget '4 Comprehensive Plan - 5 Zoning 6 GIS Administration 7 Code Enforcement ,8 Economic Development - Redevelopment 9 Technical Assistance 10 Clerical - Planning & Zoning 26 44 0 11 `City of Eat 3 2010 Proposed Budget Operating Budget - P Community Development - Planning (07) Responsible Manager: Mike Ridley, City Planner LINE ITEM DETAIL i Adjusted Proposed Actual ; ___... Actual i Budget - 1 Budget z Acct PERSONAL SERVICES 2007 .__. 1 2008 2009 1 ! 2010 61101 SALARIES AND WAGES - REGULAR i $ 656,1807 1 630,222 $ 658,600 $ 670,500 ;I . 61121 OVERTIME- REGULAR - 6130' SALARIES AND WAGES - TEMPORARY 5,651 4,970 ` 2,500 - 6142 PERA- COORDINATED 40,456 , 1 41,247 ; 44,400 ; 46,900 61441 FICA 47,721 1 45,476 1 49,900 1 50,900 61511 HEALTH INSURANCE 78,453 , 85,610. 85,600 95,800 12 6152 LIFE INSURANCE 1,221 i 11 1 1 I - 1 6154 DISABILITY - LONG TERM 2,325 2,290 1 - i 61551 WORKERS COMPENSATION 2,832 2,761 ' ` 3,200 ' ? 3,400 PERSONAL SERVICES 834,839 ; 813,787 1 I 844,200 1 867,500 PARTS & SUPPLIES i 6210 OFFICE SUPPLIES 1 2,441 2,054 - 500 I 2 2_ 600 00 1 62111 OFFICE PRINTED MATERIAUFORMS 1 42 1 330: 600 1 1 1 6212 OFFICE SMALL EQUIPMENT , 85 1 228 1 100 1,000 6215 REFERENCE MATERIALS 205 129 200 200 1 62201 OPERATING SUPPLIES-GENERAL 442 f 439 1 i 500 ' 500 62211 FILM & FILM PROCESSING - 14 200 200 ; 6231 MOBILE EQUIP REPAIR PARTS 277 277 I 400 62351 FUEL, LUBRICANTS, ADD ITIVES 552 i 1 1,387. 700 i 900 i PARTS & SUPPLIES 1 4,044. ? 4,859 ; 4,200 ; 5,600 SERVICES & OTHER CHARGES 1 i 63101 PROFESSIONAL SERVICES-GENERAL 544 64,699 6312 G 1 ENGINEERING 1,430 I 2000 I 63131 PLANNING 1 671 1 - - - _ 63461 POSTAGE ..... 4,293 4,403 3,000 3,000 6348. MATRIX SERVICE & REPAIR - I - 300 j 300 63531 PERSONAL AUTO /PARKING I 4,448 4,361 4,100 I 4,100 6355 CELLULAR TELEPHONE SERVICE 872 ; 1,142 900 1,000 63701. GENERAL PRINTING AND BINDING ...___. _..._.._ _ _. ._ ,.m_._._ , .. ._- . _..- ,. 600 500 6385 INSURANCE I 4,200 4,300 4,300 4,100 6425: MOBILE EQUIPMENT REPAIR LABOR 59 ,.,- - „ 1 64261 SMALL EQUIPMENT REPAIR - LABOR - - 1 I 100 - 6476 CONFERENCES AND SCHOOLS 7,996 1 6,746 1 11,600 = j 8,900 64771 LOCAL MEETING EXPENSES 1,345 1 i 2,969. 1 1,800 1 i 2,600 6478 TUITION AND BOOK REIMBURSEMENT 19 -i - 1 6479 DUES AND SUBSCRIPTIONS 2 149 I 3 131 4 900 4 300 6480 LICENSES 1 PERMITS AND TAXES 1 = 100 _. 1 6481 RECORDING FEES 45 - 6504 ECONOMIC DEVELOPMENT ACTIVITY - - ? i - i 6535 OTHER CONTRACTUAL SERVICES 2,615. 1 3,871 - 1 65691 MAINTENANCE CONTRACTS 490 1 164 ; i 300 ; I 600 SERVICES & OTHER CHARGES 31,131 97,831 I I 32,000 j 29 CAPITAL OUTLAY 6670 OTHER EQUIPMENT 700 1 i 1,200 I CAPITAL OUTLAY - - 700 1,200 s TOTAL COMMUNITY DEV. - PLANNING ` $ 870,014 ` . $ 916,477. $ 881,100 ; i $ 903,700 2.56% 27 4 City OfBP' ? 2010 Proposed Budget Operating Budget Community Development — Protective Inspections (08) Responsible Manager: Dale Schoeppner, Chief Building Official PURPOSE & DESCRIPTION The purpose of the Community Development - Expenditures as a % of General Fund Inspections Department is to: Comm Dev • Protect the health, safety and welfare of _ _ designers, builders and occupants of the built environment in Eagan. Inspections • Verify compliance with municipal and state 3.3% building, fire, plumbing, electrical, heating, energy and accessibility codes. • Inform and educate residents, builders and designers of minimum requirements and inform them of the history of those codes. • Enforce codes with verbal instructions, correction notices, correspondence or legal action, as necessary. • Identify potential improvements that can be made in codes and standards and propose changes. The Community Development — Inspections Department is responsible for the following functions: • Review plans, specifications and support documents and request revisions, when necessary. • Collect fees directly and indirectly related to the Division. • Issue sewer /water, fire suppression, building, plumbing, mechanical, underground storage tank and building move permits. • Schedule and perform field inspections for the above permits. • Coordinate proposed construction projects with other Departments and other government agencies. • Respond to residents' questions and concerns regarding code interpretations and potential code violations. PERFORMANCE INDICATORS 2007 r 2008 2009 2010 ;Description Actual Actual Estimate Target Building permits l 2,638 4,078 2,000 1,800 Plumbing permits 1 1,142 932 1,100 800 Mechanical permits 1,018 771 900 700 Inspections per building inspector 1,822 2,179 1 750 2 000 28 4 1* Lay of Eta 2010 Proposed Budget Operating Budget Community Development — Protective Inspections (08) Responsible Manager: Dale Schoeppner, Chief Building Official HIGHLIGHTS & CHANGES Expenditure by Category Parts and Supplies Overview: The budget proposal for the Protective Personal 2.5% Inspections Division reflects a decrease of $14,300., Services or 1.5% from the adjusted 2009 budget. This 93.4% Services proposal is a reflection of the dramatic economic and Other hardships our customers are facing which very few Charges people forecasted. 3.5% Capital 2009 MID -YEAR BUDGET ADJUSTMENTS: Outlay Elimination of 1.0 FTE through consolidating three 0.6% positions into two ($38,300), Fuel ($4,000). 2010 HIGHLIGHTS: Highlight/Change 1: The Planning and Protective Inspections divisions were reorganized in 2009. Three positions were consolidated into two. A net reduction of one position in Protective Inspections results from the reorganization. Financial Impact: The 2009 impact for a partial year's savings was $38,300. In 2010, the impact will be a full year's worth of savings, or $91,900 in wages /benefits and approximately $3,000 in other costs, offset by $5,800 in overtime, compared to the original 2009 budget. In comparison to the amended 2009 budget, the reduction is $50,800. A vehicle in the amount of $20,000 can also be removed from the Part II CIP. Service Level Impact: While year to date permit activity is down 6% from the last 5 -year average, the revenues generated from those permits are down 52 %. Staff performed 13,247 inspections in 2008 compared to 10,935 in 2007, 10,539 in 2006 and 10,686 in 2005. The number of inspections has not seen a reduction; however, the number of inspections is anticipated to diminish based on the scope of permitted projects. The current turnaround time goal for residential permits is three days and the staff reduction will likely push that out four or five days. For inspection, requests or goal is to be able to perform an inspection Y2-2 days from the request. Staff may now have to go out 2 -3 days. Responding to customer inquiries may also be delayed. It has also been staffs goal to have an inspector in the office to field calls, help customers at the counter or to perform plan review. There may be times when staff is not available to perform these tasks. Highlight / Change 2: Computer replacement was reintroduced into the 2010 budget and split between Protective Inspections and Planning budgets. The capital items were eliminated from department budgets entirely for 2009. Financial Impact: $5,200 increase Service Level Impact: None. 29 City of ii I ; I 2010 Proposed Budget Operating Budget Community Development — Protective Inspections (08) Responsible Manager: Dale Schoeppner, Chief Building Official EXPENDITURE SUMMARY } Adjusted 1 , Proposed Actual Actual 1 Budget Budget - Expenditure i 2007 2008 ' ' 2009 2010 Personal Services 1 $ 775,198 $ 860,937 1 , $ 874,100 $ 849,400 Parts and Supplies 16,399 £ . 1 18,770 ? 22,400 18,800 I _ Services and Other Charges 27 454 ; 35 047 ' 30 600 ( 32 200 I Capital Outlay ? f 7,5911 " 7,087 1 - i 1 5,200 Total ,_._.? $ 826,642 $ 921,841 $ 923,500 $ 909,200 POSITION INVENTORY Personnel i i 2007 1 2008 i 2009 2010 Hours: ; Community Development Director 0.5 1 0.5 0.5 0.5 '! 1,040 Clerical Technicians 2'75 2.75 2.75 2.75 ; 5,720 Chief Building Official 1 �. . 1 ... ` . 1 1 2 080 Senior Inspector 2 i ....._. 2 2 2 E 4,160 Inspectors ! 4 4 1 3 3 6,240 Total 1 10.25 10.25 } 1 9.25 9.25 19,240 2010 WORK PLAN Activity Routine Process permits, set up inspectors' schedules 2 Provide direction, planning, support and final code interpretation 3 Perform plan reviews, interpret codes, meet with applicants '4 Perform field inspections and issue correction orders if necessary 5 Directs, evaluates and oversees Division operations 30 My of Etag 2010 Proposed Budget Operating Budget P 9 Community Development - Protective Inspections (08) Responsible Manager: Dale Schoeppner, Chief Building Official LINE ITEM DETAIL ' Adjusted Proposed Actual Actual @ = Budget 1 I Budget Acct PERSONAL SERVICES 2007 2008 2009 2010 ' 6110, SALARIES AND WAGES - REGULAR $ 610,526 668,139 $ 679,300 $ 645,400 6112 O VERTIME - REGULAR 1,253 5, % 5,000 • 6130 SALARIES AND WAGES - TEMPORARY 670 - - - 6142 PERA - COORDINATED 37,794 42,776 ; 45,800 , 45,500 • 6144, FICA 44,396 47,395 51,400 49,300 6151 HEALTH INSURANCE 75,040 , 91,175 ' 94 , 100 100,800 6152', LIFE INSURANCE 1,050 1,180 ' 6154 DISABILITY - LONG TERM 2,089 2,287 6155 WORKERS COMPENSATION 2,380 2,863. 3,500 I 3,400 PERSONAL SERVICES 775,198 % 860,937 874,100 849,400 PARTS & SUPPLIES 62101 OFFICE SUPPLIES 2,551 1,713 4,000 3,500 6211 OFFICE 6212. PRINTED MATERIAUFORMS 100 920 , 800 ; 1,000 OFFICE SMALL EQUIPMENT - 200 40 0 i 200 6215: REFERENCE MATERIALS 1,752 486 2 000 ` 1,800 6220, OPERATING SUPPLIES - GENERAL - 144 ; 200 , 200 6221 FILM & FILM PROCESSING - - : : 6224 CLOTHING /PERSONAL EQUIPMENT 873 759 ? 1 000. 1,000 I_- _ 6226 PUBLIC SAFETY SUPPLIES 478 329 f 400 400 6231 MOBILE EQUIP REPAIR PARTS 1,644 2,997 I 2,000 ' 3,000 44 . , 6232 SMALL EQUIPMENT REPAIR PARTS - - 200 ; q 200 6235 FUEL, LUBRICANTS, ADDITIVES 9,001 11,168 ; 7,700 11,000 6240` SMALL TOOLS - 54 , 100 100 PARTS & SUPPLIES 16,399 i 1 18,770 18,800 22,400 y SERVICES & OTHER CHARGES 6310 PROFESSIONAL SERVICES - GENERAL , 7,343 - ; - 6346 POSTAGE 39 27 I 200 100 ' , 63471 TELEPHONE SERVICE & LINE CHG - - 800 ; 800 6348 MATRIX SERVICE & REPAIR - - 600 I 600 ;" 6351,. PAGER SERVICE FEES 394 402 : 400 400 6353 PERSONAL AUTO /PARKING 1,359 1,570 1,500 500 1,500 500 ': 63551. CELLULAR TELEPHONE SERVICE 3,491 3,733 4 800 4,100 6385 INSURANCE 8,300 7,200 ! 7,200 i 6,900 • 6425' MOBILE EQUIPMENT REPAIR LABOR 245 1 75 300 4 300 6476 CONFERENCES MISCELLANEOUS 100 AND SCHOOLS : 3,316 4,678 1,300 4,800 6477 LOCAL MEETING EXPENSES 1,131 494 ? 1 500 I 1 300 6479: DUES AND SUBSCRIPTIONS 720 864 I 1 200 1,100 64801 LICENSES, PERMITS AND TAXES - 140 ; 100 200 , 6487: VISA/MC BANK CHARGES 7,782 , : 8,013 ; 9 500 9,000 6569 MAINT. COPY MACHINE CONTRACT 677 508 j 1,100 ' 1,100 ?. SERVICES & OTHER CHARGES 27,454 35,047 _ g. 30,600 p 32,200 CAPITAL OUTLAY OTHER EQUIPMENT 7,591 7,087 . 5,200 6670 CAPITAL OUTLAY 7,591 7,087 - 5 200 TOTAL COMMUNITY DEV. - INSPECTIONS $ 826,642 $ 921,841. $ 923,500 I i $ 909,200 -1.55 % , 31 • *City Ui 2010 Proposed Budget Operating Budget Communications (09) Responsible Manager: Tom Garrison, Director of Communications PURPOSE & DESCRIPTION The purpose of the Communications Department is Expenditures as a % of General Fund to: • Oversee city public information, public Communic relations and communications tools includ- ations ing newsletters, Web sites, government 1.6% cable programs, marketing pieces and press releases. • Communicate with citizens and the busi- ness community. • Identify emerging issues and messages while proactively communicating with the media and responding to requests. • Ensure the consistent application of the Eagan logo and maintain the equity of the Eagan brand. • Provide strategic communications advice and special event and marketing support to City staff, as needed. • Provide coordination of efforts to maintain and enhance Eagan's broadband infrastructure. • Provide additional oversight to Eagan's Convention & Visitors Bureau (ECVB), Burnsville -Eagan Comm- unity TV (BECT) operations, History Committee and Recycling programs. The Communications Department is responsible for the following functions: • Publish the bimonthly city newsletter and quarterly Eagan business newsletter. • Maintain the content of the City Web site and Intranet. • Respond to public requests for information and specifically media requests. • Provide marketing and special event support. • Provide strategic communications advice and develop appropriate themes, messages and materials. • Oversee ECVB, BECT, Dakota Valley Recycling, and provide staff support to the Telecommunications Commission, Eagan Technology Working Group, 4 of July & Eagan History committees. PERFORMANCE INDICATORS 2007 2008 ! 2009 2010 Description Actual Actual Estimate Target % of residents who have accessed City Web site N/A 74% 65% 76% % of Web site visitors finding what they were looking for N/A 88% 90% 90% Issues of Experience Eagan out on time 6 of 6 6 of 6 6 of 6 6 of 6 Issues of Eagan Business News out on time 4 of 4 3 of 4 4 of 4 8 of 8 Attendance at City Services Open House 1344 N/A 1200 N/A Average Web site page Hews per day 4,187 N/A 5,000 Average Web site visits per day 1,125 1,125 1 240 Average monthly Web site visits N/A 32,606 r 41,500 50,000 9 monthly Avera a month) page views N/A 127,121 145,000 160,000 Number of Web site subscribers (new category) 727 1,500 2,200 32 4 11 * City of Eava 2010 Proposed Budget Operating Budget Communications (09) Responsible Manager: Tom Garrison, Director of Communications Expenditure by Category HIGHLIGHTS & CHANGES Parts and Supplies Overview: The proposed Communications budget 0.6% Services is up $1,900, or 0.4 %. Technology costs continue and Other to drive the Communications budget, as it is Charges responsible for our Web systems and City Hall 49.6% public meeting rooms. While staffing remains level, Personal the cost of outside professional services is Services increasing. Efforts have been made to reset those 49 8� costs, and options have been identified for further cost savings. 2009 MID -YEAR BUDGET ADJUSTMENTS: None. 2010 HIGHLIGHTS: Highlight/Change 1: The size of the City Residential Survey is proposed to be cut in half. By reducing the questions from nearly 200 to the 100 questions we asked earlier in the decade, we will still get relevant data on the questions most important to policymakers, but also be able to get escalating costs back in line. Financial Impact: Reduction of $8,000. The last survey cost more than $26,000 and was due to rise to $28,000. Service Level Impact: Some departments may have less data to guide some of their work planning, but should still be able to get their highest priority question(s) answered. Highlight/Change 2: Expenditures for celebrating Eagan's 150 Anniversary are proposed. Eagan's Sesquicentennial comes only once. Spending is for one -time advertising, a properly sealed and constructed time capsule, and rather than print 150 letterhead as many organizations due, the use of 150 embossed foil seals that can be used on regular letterhead. The History Committee has proposed funding in its committee for a special event. A significant dollar request with other ideas for the 150 has been submitted to the ECVB Board. If Council wishes to have an advisory committee or raise funds through other means, that is not accounted for here. Financial Impact: Increase of $4,000 Service Level Impact: The celebration is to enhance the sense of community and educate citizens about Eagan's history. Highlight/Change 3: Web- streaming costs for the Council Chambers are higher than budgeted last year, and web- streaming from the Eagan Room is proposed to be added. Staff is in the process of determining whether costs can be reduced for older file storage. Financial Impact: Increase of $5,000 Service Level Impact: Addition of web- streaming capabilities from the Eagan Room can be used to increase public access to public meetings. Highlight/Change 4: The City's Web site and matching newsletter template are proposed to be redesigned. The design of our Web page has not changed since 2004. Though well- received, it will be six years old in 2010 and most sites are redesigned every 3 -5 years. The newsletter design is similarly old. Financial Impact: Increase of $1,600 Service Level Impact: What's proposed is just a different "skin" or versioning for the Web site, to be matched in the newsletter, but not additional programming or functionality changes except to replace a search function which is no longer supported and never worked well. 33 *City of E; 1 ; 2010 Proposed Budget Operating Budget Communications (09) Responsible Manager: Tom Garrison, Director of Communications EXPENDITURE SUMMARY I ' Adjusted Proposed 1 Actual , Actual , Budget Budget Expenditure ; 2007 , 2008 , 2009 ' 1 2010 Personal Services $ 199,703 = $ 208,437 ; $ 221,800 1 $ 224,000 Parts and Supplies ' 428 663 2,900 1 2,500 Services and Other Charges 234,419 204,939 = 219,100 ' 223,100 Capital Outlay _ , 3,087 ; 3,900 ' - Total , $ 434,550 $ 417,125 $ 447,700 $ 449,600 POSITION INVENTORY Personnel : 2007 2008 i 2009 2010 - ! 1 Hours Communications Director 1 1 1 1 1 , 1 1 ' 2080 Commu Coordin 1 -- i 1 - — I ! -' - - 2 , Total _i. 2 2 1 2 , , 2 4,160 2010 WORK PLAN Activity Routine 1 1 Write, edit, & publish 6 bi-monthly city newsletters (Experience Eagan) & annual rpt. '- 2 Edit & publish 4 city business newsletters (Eagan Business News) + 4 online EBNs +10 Cedar Grove 3 Daily & weekly maintain City Web site and intranet site 4 Web Streaming of meetings & video content 5 Public relations & issues management including press releases & reporter calls _ _ ...,. .. ___, „ • .„., 6 Special events including July 4, State of City Address, Breakfast with Mayor series, etc. .,. = 7 Oversight/liaison responsibilities for E-1V, Recycling, History Committee, Technology Working Group & CVB 8 If colo funding obtained, coordinate Eagan efforts 9 In-house graphic design 10 Assist 150th Anniversary celebration 11 City-wide citizen survey, online surveys Evaluate social networking capabilities and open source software for Eagan City use and develop polcies in 12 coordination with IT 13 Photo management and clean-up of network file storage 34 . . 4011* City of Eaw i 2010 Proposed Budget Operating Budget . . Communications (09) Responsible Manager: Tom Garrison, Director of Communications LINE ITEM DETAIL Adjusted I Proposed -4 1 Actual 1 I Actual 1 1 Budget 1 1 Budget 1 Acct 1 PERSONAL SERVICES 1 2007 1 1 2008 1 : 2009 1 i 2010 1 6110 SALARIES AND WAGES-REGULAR i $ 157,322 I I 164,3967 I $ 170,600 ! I $ 175,700 1 ! , 6130 SALARIES AND WAGES-TEMPORARY , 3 129 I ! , , 1,942 1 I , 5 6,100 I - 6142, PERA-COORDINATED 11 9,662 1 10,633 1 , 11,900 ! I 12,300 , 5 „ 6144, FICA ' 11,895 1 , 12,399 1 ! 13,400 1 13,400 1 6151 HEALTH INSURANCE 16,459 1 1 17,755 1 ! 18,800 I 21,600 , 5 5 , 61521LIFE INSURANCE 254 1 i 256 1 1 - I 6154 DISABILITY - LONG TERM - i 252 1 256 1 1 , , 5 . - , _ 61551WORKERS COMPENSATION 730 1 I 799 ! 1 1,000 1 1,000 PERSONAL SERVICES ' 199,703 I I 208,437 ! ! 221,800 ! 224,000 . , ! , i , I 1 PARTS & SUPPLIES 6210 OFFICE SUPPLIES 228 : I 375 : , 200 i 200 i 6212 OFFICE SMALL EQUIPMENT _ „ - ! i 1,TOti i 1,666 1 1 i ! 62151REFEREWCEMATEkLiNIS - 25 - _ I : 6221 FILM & FILM PROCESSING i - 63 1 i - 6270 COMPUTER SOFTWARE , 200 , 200 ! ! 1,600 , 700 PARTS & SUPPLIES 428 1 663 i 1 2,900 1 2,500 I I I SERVICES & OTHER CHARGES -i .... ... , 6310 PROFESSIONAL SERVICES-GENERAL 44,803 1 V 42,982 i 34,200 1 46,600 ; . , 6328 SPECIAL EVENTS/ADMISSION FEES 6,161 1 1 - 1 1 6,700 1 - , 11 6346 POSTAGE 61,203 1 1 47,476 ! 51,000 ;: 51,300 6351 PAGER SERVICE FEES 85 1 1 88 1 - - 6353 PERSONAL AUTO/PARKING 4,111 1 i 4,309 : 4,300 1 i 4,300 1 635510ELLULAR TELEPHONE SERVICE _ , , , _ i, _ , , 800 63571GENERAL ADVERTISING _ , , - i , 800 1 : 2,000 , 63591LEGAL NOTICE PUBLICATION 1 - i 1 - i 100 1 1 63701GENERAL PRINTING AND BINDING , 66 64,188 ,663 1 - 1 ; ; 73,400 1 ' 69,000 6385 INSURANCE 2,400 1 1 2,200 i 2,200 1 2,100 6427 BUILDING OPERATIONS REPAIR-LABOR : 2,708 1 1 2,547 1 5,000 1 5,000 1 1 , i 6475 :MISCELLANEOUS 200 i 1 - 1 i - : , ,.. „ .. , ...- 64761coNtkEnioEAivD8dAboL8 ' 2396 i / 1,111 1 i 3,300 1 400 6477 LOCAL MEETING EXPENSES 200 506 1 i 600 1 566 i 1 , : 6479 DUES AND SUBSCRIPTIONS 1,070 1 1 1 171 i 1 , 1,300 1,200 6535 OTHER CONTRACTUAL SERVICES 19,999 1 1 19,999 1 i 24,100 1 29,40 0 6567 CONTRACTUAL PROGRAMMING/DATA ., - ! i :, - , , _ : , - ..... ...,_, „.. 1 65691MAINTENANCE CONTRACTS 19,200 1 1 18,362 1 1 12,100 1 10,500 SERVICES & OTHER CHARGES 234,419 i I 204,939 1 1 219,100 1 223,100 , 4------4 CAPITAL OUTLAY 6660 OFFICE FURNISHINGS/EQUIPMENT - 3,087 : 1 3,900 1 - CAPITAL OUTLAY , ' - 1 1 3,087 1 3900 1 - . , TOTAL COMMUNICATIONS $ 434,550 1 $ 417,125 1 i $ 447,700 1 $ 449,600 1 _ . 0.42%1 , 35 40 11' City of E; I 1 2010 Proposed Budget Operating Budget Administrative Services - Human Resources (10) Responsible Manager: Lori Peterson, Human Resource Manager PURPOSE & DESCRIPTION The purpose of the Human Resource Department Expenditures as a % of General Fund is to: • Develop and implement personnel policies. Human • Administer compensation and benefits �',i Resources plans. 0.9% • Coordinate employee relations initiatives. • Maintain and protect the privacy and secu- rity of employee records. • Serve as internal consultant to manage- - ment. The Administrative Services —Human Resources division is responsible for the following functions: • Coordinate recruitment efforts. • Respond to employee performance and discipline issues. • Negotiate and administer labor contracts. • Coordinate employee recognition program. • Conduct new employee orientations and coordinate limited training initiatives. PERFORMANCE INDICATORS ... 2007 2008 2009 2010 1 Description Actual Actual Estimate Target Job vacancies posted and advertised for 18 9 10 12 Temp /Interns /seasonal vacancies posted and n/a 19 15 15 advertised Applications received 600 564 800 1000 Internal training opportunities presented by HR 5 3 5 5 Employees hired 17 10 8 8 Policies revised/created 5 3 14 15 Tumover rate Peo le that leave divided by total 7 ? i P y o 4% 2% 2% positions) .._ ..... __.__.__.._. 36 4 11° City of Eapa 2010 Proposed Budget Operating Budget P 9 P Administrative Services - Human Resources (10) Responsible Manager: Lori Peterson, Human Resource Manager HIGHLIGHTS & CHANGES Expenditure by Category Parts and Overview: The proposed Human Resources Supplies budget shows a decrease of $7,300 or (2.9 %) under Personal 0.2% the 2009 adjusted budget. Services 79 9% Services 2009 MID -YEAR BUDGET ADJUSTMENTS: None and Other Charges 2010 HIGHLIGHTS: 19.6% Highlight/Change 1: There is a small decrease in Capital the number of physical exams being performed in Outlay . 2010. 0.3% Financial Impact: ($2,200) decrease from 2009 Service Level Impact: None Highlight/Change 2: There is no out -of -state travel proposed. The HR manager will not be attending the SHRM /PMA conference. Financial Impact: ($3,200) decrease from 2009 Service Level Impact: None EXPENDITURE SUMMARY Adjusted Proposed Actual I Actual I Budget Budget Expenditure 2007 2008 i 2009 2010 Personal Services $ 184,515 $ 191,619 = $ 191,000 $ 193,800 Parts and Supplies 446 , 2 728 400 I?P 400 Services and Other Charges 34,039 34,218 56,900 47 600 Capital Outlay 645 1, 500 700 Total $ 219,645 „ $ 228,564 1 $ 249,800 $ 242,500 37 . 4 1111111* City of Etta 2010 Proposed Budget Operating Budget Administrative Services - Human Resources (10) Responsible Manager: Lori Peterson, Human Resource Manager POSITION INVENTORY Personnel i I 2007 ' 1 2008 i 2009 i 2010 , , Hours Human Resources Manager 1 ' I 1 I , 1 1 " = 2080 1- - Human Resources Specialist 1 ! 1 1 : 1 1 : 2,080 Clerical Technician 0.25 1 i 0.25 , 0 0 Total ! 2.25 2.25 ! 2 2 4,160 2010 WORK PLAN Activity Routine 1 1 General, administrative, and compensation tasks 2 Recruitment coordination !3 Benefits administration 4 Employment-related issues 5 Labor relations/contract administration 6 Employee relations/recognition 7 Policy/organizational development - - 8 Employee orientation & training , - 9 Dakota Communications Ctr initiative 10 Management Consult/Assistance 11 Minnesota Valley Transit Authority 38 4 0' City (11E, i ! 2010 Proposed Budget Operating Budget P 9 P 9 Administrative Services - Human Resources (10) Responsible Manager: Lori Peterson, Human Resource Manager LINE ITEM DETAIL _ Adjusted 1 . Proposed Actual Actual 1 i Budget ° Budget ; Acct! PERSONAL SERVICES 2007 I 1 2008 i I 2009 1 2010 61101SALARIES AND WAGES-REGULAR $ 147,7481 152,891 i 1 $ 152,700 $ 152,700 _.. _ _ _. _ .._ 4 _:__- - 6112:OVERTIME- REGULAR 108: 1 162 6142PERA- COORDINATED 9,195 9,840 , 10,300 10,700 6144 F ICA 10,973 I i 11,230 11 = 11,700 6151 HEALTH INSURANCE 14 79 7 3 1 5 732 15 200 a 17,500 6152 LIFE INSURANCE 266 , ; 269 , - 6154!DISABILITY -LONG TERM 501 ; 495 1 € - , 6155 WORKERS COMPENSATION 927 i 1,000 , 1 1,100 1 I 1,200 _ PERSONAL SERVICES 184,515 191,619 191,000 1 193,800 . ! i ....,N _�<._.e._ ° _ 1111..- _w, _ _1111,. - PARTS & SUPPLIES 6210 OFFICE SUPPLIES 446 2 ,728: 100 100 6211 OFFICE PRINTED MATERIAL/FORMS 100 200 6215 REFERENCE MATERIALS - 1 100 I 100 6220 OPERATING SUPPLIES - GENERAL 1 100 ; PARTS & SUPPLIES 446 1 _111 : 2,728 1 1 40(fl 400 j }. 1111. -_ _.. .._,._._..__.. 1__111 _-.,.. SERVICES & OTHER CHARGES _.. E 6310 PROFESSIONAL SERVICES- GENERAL 1 526 ; ; 181 1,000 ` 700 6318 MEDICAL SERVICES PHYSICAL EXAM 5,582 6,783 7,500 : 5,300 6319 MEDICAL SERVICES OTHER 3,844 8,784 ° 14,900 15,200 6346 POSTAGE _ __ . 6353 PERSONAL AUTO /PARKING 255 152 ? 500 200 6358 EMPLOYMENT ADVERTISING 18,020 10,084 17,800 I 19,100 6370 GENERAL PRINTING AND BINDING 1,412: 1,302 2 1,400 6475 MISCELLANEOUS 19 5 647 1 500 ; 1 500 I _.. - -- ES AND S - - - - - -- - _ -.CHO_ °_. 1111_ . -.. 6476 CONFERENCOLS 3,311 1,717 1 3,300: 100 6477 LOCAL MEETING EXPENSES 1 21 i i 22 - 6478 TUf11ON AND BOOK REIMBURSEMENT I 2,404 , ; - 6479 DUES AND SUBSCRIPTIONS 505 370 ` 800 700 6535 OTHER CONTRACTUAL SERVICES i 368 1 1,772 i 7,000 , I 3,400 SERVICES &OTHER CHARGES 34,039 - 34,218 56,900 47,600 1 3 v 3 CAPITAL OUTLAY ' 6660 OFFICE FURNISHINGS/EQUIPMENT 645 - - 1,500 - 6670OTHER EQUIPMENT _ 700 =, CAPITAL OUTLAY 645 i 1 500 700 1111. I 1 TOTAL HUMAN RESOURCES 1 $ 219,645 i $ 228,564 , i $ 249,800 $ 242,500 i m_; _. _ ... __. _ -2.92%1 39 ofEafr i 2010 Proposed Budget Operating Budget P 9 Police— Administration (11) Responsible Manager: Jeff Johnson, Deputy Chief of Police PURPOSE & DESCRIPTION The purpose of the Administration Division of the Expenditures as a % of General Fund Police Department is to: • Ensure the compliance of department Police policies and procedures. • Adhere to guidelines established by the :F. 1 Minnesota Peace Officer Standards and Training Board. • Work with elected officials and other city staff to support Eagan citizens. • Assure community members have confi- dence in the Police department. • Build community support. • Partner with other governmental agencies to promote efficiencies • Develop and achieve agency goals. The Administration Division is responsible for the following functions: • Work with staff members in the development of department policy and procedures • Evaluate programs /practices to ensure citizens are obtaining appropriate services • Risk management for the police department • Development and implementation of the department budget • Strategic planning PERFORMANCE INDICATORS 2007 2008 2009 = 2010 ;Description Actual 1 = Actual Estimate Target Completion of department's annual work plan (%) 95% 100% 100% i .._ 100% Calls for se■iice 54,157 49,044 54 000 51,600 Part 1 crime rate * 2 350 2,541 2 500 2,430 a Part II crime rate 3 383 = 3,170 3,500 3,285 per 000 population _ .... _ . _... .... ... .02 1.05 05 - 1 05 _A Swom officers er 1, 000 1.05 1 * Projections are based on Part I Crime Statistics and Calls for Service data recorded over the past 10 years. 40 ty 4 111/ ' of i 2010 Proposed Budget Operating Budget P 9 P 9 9 Police— Administration (11) Responsible Manager: Jeff Johnson, Deputy Chief of Police HIGHLIGHTS & CHANGES Expenditure by Category Parts and Overview: The Police — Administration budget Supplies shows an increase of $30,300, or 6.0% over the Personal 0.7% Services adjusted 2009 budget. Services 73.3% and Other 2009 MID - YEAR BUDGET ADJUSTMENTS: None Charges 23.8% 2010 HIGHLIGHTS: apital Highlight/Change #1: The 2010 proposal includes Outlay funds for psychological -type testing conducted in 2.2% association with internal promotions. Financial impact: $6,000 increase over last year Service level impact: None Highlight/Change #2: Conferences /schools is up over the 2009 adjusted budget. Financial impact: $6,400 higher than 2009 Service level impact: Training enhances staffs ability to perform its job in service to the public. EXPENDITURE SUMMARY — ADMINISTRATION DIVISION Adjusted Proposed Actual ( Actual Budget Budget Expenditure 2007 2008 2009 2010 Personal Services $ 530,264 $ 520 792 I $ 377,500 l $ 387,600 Parts and Supplies 5,006 2,835 3,300 ` 3,800 ;Services and Other Charges 122 776 102 059 112,400 125 600 Capital Outlay 3,155 7,310 ? 5,000 - 11,500 Total $ 661,201 $ 632,996 $ ..... 498,200 ..__. Ls 528,500 41 1 1 1 1° City of Eat,: 2010 Proposed Budget Operating Budget Police—Administration (11) Responsible Manager: Jeff Johnson, Deputy Chief of Police POSITION INVENTORY SUMMARY — TOTALS BY DIVISION 2007 T 2008 2009 ; 2010 Hours Administration ; ; 3 I I 3 ; 3 ; 3 ; 6240 -1- 1 Patrol 54 ; I 54 53 1 ; 110,240 [ Investigations 14 ; 14 13 13 ; 27,040 Support (excluding dispatch) ; 16.25 16.25 14.75 ; ; 14.75 ; ; 30,680 I Total 87.25 87.25 ; 83.75 I I 83.75 174,200 POSITION INVENTORY — ADMINISTRATION DIVISION Personnel 2007 : 2008 T 2009 f 2010 I ' Hours: Chief of Police I 1 1 1 I 1 I ; 1 ; 2080 Deputy Chief of Police ; 1 1 1 1 1 : 2080 Administrative Secretary I 1 1 I 1 1 2,680: Total , I 3 3 3 i 1 3 I 6,240 2010 WORK PLAN Activity Routine 1 Establish and review police department policies and procedures 2 Respond to citizen questions and concems 3 Work with elected officials and other city staff members on issues affecting Eagan 4 Meet with other government agencies on law enforcement issues ; 5 Ensure compliance with established law enforcement practices and norms 6 Plan and implement goals and objectives for the department 7 Interact with citizens to foster positive relationships between the city and the community 8 Develop the department budget 9 Clerical Support 10 'Prepare Annual Report and other publications 11 Misc. 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W . �' 2 Q Z W Z U fJ ' P a O 0 U fn Q U Z W W O O O V LLw,UO w;-1 p 5 2 ' ° : o v at?> D a.LU W aU U- , I'Ll� U�'�0,D OO • Q : � O a O 47 O O r co N M R b fn to if) lD O r b O /..." a o):0 o CO f) O) F O CO ( / ) t __ 01C . V' <a b10 ))) coo N N C7,L) r r rr r--:.= Nr)t0 fla a' w cn r) r) c^, cc c o cn CD co) r v v v v v v v : v< ',n in fn Q m (0 N m <o con cc cc a:,(•) m o 0 o m co m (0 m m m m m m m c`1, co 0 m C1 m ' CO CC • 4 1 1 Citypitti ' I 2010 Proposed Budget Operating Budget Police — Patrol (11) Responsible Managers: Lieutenants Roger New and Greg Johnson PURPOSE & DESCRIPTION The purpose of the Patrol Division of the Police Expenditures as a % of General Fund Department is to: Police - • Maintain a safe community through Patrol enforcement and educational efforts. 23.8% • Reduce and prevent crime through edu- cation and community involvement. • Provide emergency assistance to citizens.�� • Protect the constitutional rights of citizens. • Solve ongoing law enforcement problems. _ The Patrol Division is responsible for the following functions: • Respond to calls for routine and emergency service. • Enforce state criminal and traffic laws as well as county and city ordinances. • Preliminary investigation of crimes and traffic crashes. • Conduct crime prevention presentations /participate in neighborhood watch and block programs. • Initiate proactive measures to prevent and reduce crimes using geographic policing concepts. • Train and prepare for natural disasters, critical incidents and other emergencies. PERFORMANCE INDICATORS 2007 2008 2009 2010 Description Actual Actual ! Estimate Target Geographic police projects 15 15 17 16 Traffic stops 13,845 12,480 10,853 13,163 Traffic citations 6,154 6,868 7,214 6,511 W DWI arrests 337 277 320 307 Arrests (other than DWI) I 1,422 1,191 1,548 1,306 Response time to priority 1, emergency .. a p p� � y , calls 5.67 1.76 4.01 2.5 Response time to priority 2, non -emergency 11.01 10.06 10.7 ¥ 10.3 calls (min) 3 Response time to priority 3, routine calls (min) 21.16 14.37 22.94 14.37 { 46 • 4 City Of Eta 2010 Proposed Budget Operating Budget P 9 P 9 9 Police — Patrol (11) Responsible Managers: Lieutenants Roger New and Greg Johnson HIGHLIGHTS & CHANGES Expenditure by Category Parts and Overview: The proposed Patrol division budget is Personal Supplies up $330,500, or 5.3% over the adjusted 2009 5.9% budget. Services 9 90.8% Services and Other 2009 MID -YEAR BUDGET ADJUSTMENTS: Charges Elimination of 2.0 FTE patrol officers ($92,800), 3.1% Fuel ($79,300) Capital Outlay 2010 HIGHLIGHTS: 0.2% Highlight/Change 1: The rotating detective position has been reassigned to Patrol full -time. The position is now budgeted in Patrol instead of Investigations in 2010 Financial impact: $111,000 increase to Patrol and corresponding decrease to Investigations; no net effect to the overall Police budget Service level impact: The "cross- training" benefits of the rotating detective position are forfeited. Highlight/Change 2: Overall personal services costs are higher due to a contractual wage increase of 3.5% and increasing employer contributions for PERA and health insurance. Financial impact: $149,900 increase over adjusted 2009 Service level impact: None Highlight/Change 3: Fuel costs, while down significantly from the original 2009 budget, are anticipated to be higher than the 2009 adjusted budget. Financial impact: $44,300 (4.6 %) increase over adjusted 2009 Service level impact: None Highlight/Change 4: The division's training budget is increased from the reduced 2008 and 2009 allocations. Financial impact: $17,200 higher than the adjusted 2009 budget Service level impact: Training enhances the safety of officers and citizens alike. EXPENDITURE SUMMARY Adjusted Proposed Actual j Actual I Budget Budget Expenditure 2007 ! 2008 2009 2010 Personal Services $ 5,205,950 $ 5,412 646 $ 5,698,300 ' $ 5,959,200 Parts and Supplies 348,478 372,937 1 333,600 385,400 Services and Other Charges 167,770 139,318 186,200 205,800 Capital Outlay 24, 550 11,695: 16,600 14,800 Total $ 5,746,748 ; $ 5,936,596 $ 6,234,700 $ 6,565,200 47 11 City of Ea an 2010 Proposed Budget Operating Budget Police - Patrol (11) Responsible Managers: Lieutenants Roger New and Greg Johnson POSITION INVENTORY 'Personnel T 2007 € 2008 2009 1 2010 ' Hours< Sergeants € 8 1 8 8 i 8 = 16,640 Police Officers 44 44 , { 43 � 43 89 440 Operations Lieutenants 2 2 1 2 I 2 4,160 t Total ._. .. -.__.. r_.... 54 54 53 110,240 ._�. 53 � � .__..._.., 2010 WORK PLAN Activity Routine 1 Participate in POST mandated training 2 Participate in FEMA and emergency preparedness training 3 Time spent on DUI arrests 4 Time spent on answering calls for service 5 Court preparation and testimony 6 Proactive patrol /misc. duties 7 Special Operations Team and team training /other 8 Policy writing and revisions 9 Administer Special Operations Programs, K -9, Geo- policing 10 Assign, develop and administer training programs 11 Administer and ensure emergency management mandated compliance 12 Directed traffic enforcement 13 SWAT training 14 Command vehicle training 15 Traffic unit enforcement efforts 16 Neighborhood Watch/ National Night Out and crime prevention efforts 17 Crisis negotiator training 48 4 City of to 2010 Proposed Budget Operating Budget P 9 This page left intentionally blank 49 4 9 1111* CitypfEdi i 2010 Proposed Budget Operating Budget Police— Investigations (11) Responsible Manager Lieutenant Roger New PURPOSE & DESCRIPTION The purpose of the Investigations Division of the Expenditures as a % of General Fund Police Department is to: Police • The primary function of the Investigative Invest. Division is to complete investigations of criminal cases that are potentially solv- 5.8% able. • Learn specialized police methods and . tactics that will assist in all types of crim- inal cases that are reported from thefts, . rapes, child abuse, murder, embezzle- ment, internet crimes, etc. • Conduct seminars that will assist the community with crime reduction and prevention. The Investigations Division is responsible for the following functions: • Complete specialized follow -up for criminal investigations. • Provide support and resources for Patrol Division cases. • Gather and disseminate criminal intelligence — federal, regional and local information. • Act as liaison to various attorneys for case discussion and interpretation. • Collaborate with federal state and other local law enforcement agencies. • Conduct background investigations for employment and various licensing requirements. • Work with Drug Task Force to enforce and reduce narcotics trafficking and use. PERFORMANCE INDICATORS 2007 2008 2009 _ 2010 Description Actual Actual Estimate Target Cases assigned for investigative follow -up 948 1,488 920 1218 Cases assigned to Detective Unit 605 826 600 715 Investigations Division case clearance rate 50% 58% 46% 54% detectives 32 34 35 35 Felony complaints charged 229 215 237 222 Gross misdemeanor complaints charged N/A 343 299 317 Eagan cases investigated by the Dakota County 90 77 120 84 Drug Task Force 50 *My drip' 2010 Proposed Budget Operating Budget Police—Investigations (11) Responsible Manager: Lieutenant Roger New HIGHLIGHTS & CHANGES Expenditure by Category Parts and Supplies Overview: The proposed Investigations division 1.1% budget is down $5,300, or 0.3% from 2009. Personal Services Services and Other 95A% 2009 MID-YEAR BUDGET ADJUSTMENTS: None Charges 2.1% 2010 HIGHLIGHTS: Capital Highlight/Change 1: The rotator position (between Outlay investigations and patrol) has been removed from 1.5% the Investigations budget and is now included in the Patrol division budget. Financial impact: $111,000 transfer from Investigations to Patrol; no net effect on overall Police budget Service level impact: The "cross-training" benefits of the rotating detective position are forfeited. EXPENDITURE SUMMARY ; ; 1 Adjusted Proposed Actual Actual ; Budget I Budget Expenditure 2007 2008 ; 2009 2010 Personal Services $ 1,359,973 $ 1,492,926 j $ 1,561,500 ! $ 1,528,100 Parts and Supplies 18,527 ' 16,084 18,200 16,900 Services and Other Charges 31,883 19,777 27,700 33,500 , Capital Outlay 3,065 . 14,133 - 23,600 Total $ 1,413,448 I $ 1,542,920 $ 1,607,400 I $ 1,602,100 51 4 0 1 " City of B; + 1 2010 Proposed Budget Operating Budget Police— Investigations (11) Responsible Manager: Lieutenant Roger New POSITION INVENTORY Personnel 2007 1 ...._ 2008 5 _. 2 ._,._. 009 , 2010 Hours; Detective Sergeants 2 2 2 2 ' 4,160 Detectives . 11 I 11 j 11 S 11 22,880 Rotator 1 ...... 1 ..._. 0 Total r 14 14 14 , 13 27,040 2010 WORK PLAN Activity Routine 1 ! Actively Investigate criminal cases 2 Testify in court 3 Courtroom preparation 4 Develop and execute search warrants 5 Detective /Sergeant case consultations 6 Proactive case work— suneillance of potential criminal activity 7 Case management/review reports and assign cases to detectives 8 Complete background investigations for permit and license activity 9 Schedule detectives for training, off and special functions a process e 10 � DUI forfeiture and completion 10 DUI .__ r p m ___,_ 11 Confer with prosecution on active cases 12 Specialized investigative training 13 POST mandated training 14 Attend meetings (Tri-County, Supv Geo-Police, Sgts Chief briefings etc) 15 Conduct training for other officers J. 16 Prepare materials briefings on specialized ls and conduct bfi cialized crimes 17 Community presentations 18 Employment background investigations 52 41111 Eagan 2010 Proposed Budget Operating Budget 1111 City P 9 P 9 9 This page left intentionally blank 53 4 P 6 ' My of N 2010 Proposed Budget Operating Budget Police- Support (11) Responsible Manager: Lieutenant Duane Pike PURPOSE & DESCRIPTION The purpose of the Support Division of the Police Expenditures as a % of General Fund Department is to: Police - • Support administrative, patrol and investi- Support gative divisions.°' 8A% • Develop budget trends and monitor budget expenditures. • Management of police reports and cita- Vii tons. • Maintain the property and evidence room. • Assist citizens in crime prevention efforts. • Assist the community, other police divi- sions and city departments with intelligence information and crime trends. The Support Division is responsible for the following functions: • Budget development and implementation • Clerical functions related to police reports and citations • Neighborhood Watch and crime prevention meetings • Animal control and licensing of dogs • Coordination with Dakota Communications Center (DCC) for dispatch services • Fleet maintenance • Intake and management of evidence and property • Management of criminal intelligence and trends PERFORMANCE INDICATORS 2007 ! 2008 2009 2010 Description Actual Actual Estimate Target Police reports created /processed 8,022 8,311 8,300 8600 Animal control related calls 1,921 ; 2,173 2,146 2200 Dog licenses issued /sold (2 year licenses) 2,852 I 2,353 3,000 3000 Checks 177 186 180 180 Neighborhood hborhood Wat y g Watch groups managed 113 117 116 116 Crime prevention and neighborhood watch is presentations 100 95 145 145 54 *City oft,1, i 2010 Proposed Budget Operating Budget Police- Support (11) Responsible Manager: Lieutenant Duane Pike HIGHLIGHTS & CHANGES Expenditure by Category Overview: The proposed Support division budget Parts and Services is down $172,700, or 6.9% from the adjusted 2009 Supplies and Other upplies budget, primarily due to a reduction in DCC costs 1 8% Charges charged to the City. 49.7% 2009 MID -YEAR BUDGET ADJUSTMENTS: Personal Elimination of 1.0 FTE crime analyst ($76,800) Capital Services Outlay 2010 HIGHLIGHTS: 48.5% 0.1% Highlight/Change 1: The City's financial obligation to the Dakota Communications Center (DCC) was reduced by the DCC Board's revised cost allocation methodology. Financial Impact: $224,900 decrease from 2009 Service Level Impact: None EXPENDITURE SUMMARY ; Adjusted Proposed Actual f Budget Budget Expenditure 2007 2008 2009 2010 Personal Services $ 901,936 3 $ 897,771 i $ 1,082,300 $ 1,125 600 Parts and Supplies 32,696 32,810 42,900 42,100 `. ;Services and Other Charges 1 055 734 1 1 370 500 1 Capital Outlay 4,837 I 2,783 1,400 Total $ 1,995,203 $ 2,050,052 $ 2,495,700 L $ 2,323,000 55 4 111 CityofEal i 2010 Proposed Budget Operating Budget . Police- Support (11) Responsible Manager: Lieutenant Duane Pike POSITION INVENTORY =Personnel i 2007 2008 2009 2010 1 Hours ;Administrative Lieutenant i 1 t 1 a 1 1 I 2,080 `Support Services Manager 1 1 1 1 2,080 Office Manager 1 1 - 1 1 1 2,080 Clerical Technicians-Full-time = 5 5 5 5 10,400 Clerical Technicians-Part-time 2.5 2.5 2 2 4,160 , :Property Room Technician 0.75 0.75 0.75 ' 0.75 1,560 Community Service Officers 2 2 2 2 4,160 ;Animal Control Officer i! 1 1 , 1 ( 1 2,080 Crime Prevention Specialist = 1 1 1 1 2,080 Crime Analyst 1 1 0 I 0 - Total 16.25 16.25 ' 14 75 14.75 30,680 111. 2010 WORK PLAN Activity Routine 1 Investigate animal complaints 2 Supervision of staff and programs 3 Neighborhood watch and crime prevention meetings 4 Intake of evidence and process for court 5 Dictation of police reports and citations 6 Analyze crime statistics and pattems 7 Assist other departments within police department 8 Assist other departments within the city, i.e. mail, packets 9 Budget preparation payroll and line item budget 10 Citizen academy, National Night Out, Safety Camp events 56 City of Eat i 2010 Proposed Budget Operating Budget This page left intentionally blank 57 City of Bap 2010 Proposed Budget Operating Budget P 9 P g 9 Fire — Administration (12) Responsible Manager: Mike Scott, Fire Chief PURPOSE & DESCRIPTION The purpose of the Fire — Administration Division of Expenditures as a % of General Fund the Fire Department is to: Fire - • Plan, direct, manage and coordinate the Admin. overall operation, function and 4.3% administration of the Eagan Fire Department to ensure the protection of citizens' life and property, including; fire 3' fighting, firefighting training, emergency medical care, rescue, disaster response, fire prevention & education, and fire investigations & inspections. • Fulfill the mission statement of the Eagan Fire Department: protecting life and property by providing public safety education, fire prevention, fire suppression, medical services and related emergency and non - emergency activities. The Fire — Administration Division is responsible for the following functions: • Seek out funding opportunities for additional needed equipment and technology. • Oversee Firefighters, Fire Marshal, and Fire Inspector. • Provide resources necessary for the fire department to provide effective and responsible emergency response and fire prevention /education services. PERFORMANCE INDICATORS 2007 2008 2009 2010 Description Actual ; 1 Actual = Estimate Target Number of Volunteer Firefighters 115 120 120 120 Number of fire reports completed 940 1,050 1,000 1,195 Fire Dept approval rating on community survey, N/A 98% 95% 98% good or excellent Insurance Services Office Rating (ISO score 1 best 3 3 3 3 10 worst) Percentage of all fire calls in daytime hours (ham- 63% 67% 65% 65% 6pm) Positive Customer Service Rating (Meet or exceed 100% 100% 100% 100% expectations) 58 • 4 1111 ' City of Cap 2010 Proposed Budget Operating Budget P 9 Fire — Administration (12) Responsible Manager: Mike Scott, Fire Chief HIGHLIGHTS & CHANGES Expenditure by Category Parts and Overview: The Fire - Administration budget Supplies increased by $28,300, or 2.5 %. The largest 2.0% increase for the Administration budget is in the Personal Services Services Firefighters Relief pension due to a change in state 86.1% and Other aid. The Department has seen a dramatic increase Charges in the number of emergency calls, especially 11.6% medical calls. Total call volume went from under 900 calls in 2008 to over 1,150 calls projected for Capital 2009. Each call costs the city approximately $156 Outlay for firefighter coverage. The Department has 0.3% combated the call volume increase by trying to reduce the number of stations /firefighters that are paged out for minor calls. In accordance with other non -union positions, the budget includes a zero percent increase for paid -on -call firefighter pay (training, fire calls and officer pay). 2009 MID -YEAR BUDGET ADJUSTMENTS: Increase pension contribution +$50,000, Increase recruiting class +$16,500, reduce volunteer pay ($58,000) 2010 HIGHLIGHTS: Highlight/Change 1: The Volunteer Firefighter compensation budget has decreased based on a change implemented in 2009 that reduced the number of stations paged for minor calls. Starting in mid -2009 the fire department started reducing the number of stations that are all called out to minor calls (e.g., grass fires, car fires, minor medicals, fire alarms) especially during the well- staffed night shift hours. This change in practice has dropped the average number of firefighters responding to emergency calls from 17 firefighters per call to 12, each call equals a $65 savings x 1,195 calls. We also reduced the number of weekly trainings from 41 mandatory trainings per year to 35. Each reduced training equals a $1,900 savings. Financial Impact: $53,500 reduction in 2010 from the original 2009 budget Service Level Impact: There should be no noticeable change to the level of service. Additional firefighters can be quickly summoned if needed by requesting additional stations to be paged for the call. Highlight/Change 2: The State of Minnesota has made a change in the amount of state aid for the Firefighters Relief pension. 2010 is also the first year of a proposed increase in the pension for the next three -year contract. Financial Impact: Increase in the Relief Pension of $67,700 for 2010. Service Level Impact: There will be no impact to service level. Highlight/Change 3: All firefighters receive an annual physical as required by the National Fire Protection Association (NFPA). Due to the increase in medical emergency calls that firefighters are responding to, we have also started offer firefighters a hepatitis B vaccine. Financial Impact: Increase in the annual medical budget of $6,900 for 2010. Service Level Impact: There will be no impact to service level. This provides protection for firefighters while responding to high risk medical calls. 59 . IP City of Ea 1 2010 Proposed Budget Operating Budget Fire—Administration (12) Responsible Manager: Mike Scott, Fire Chief EXPENDITURE SUMMARY , Adjusted , ! Proposed Actual Actual Budget ' 1 Budget Expenditure 2007 2008 1 2009 1 2010 Personal Services $ 968,866 $ 783,345 1 985,400 , , $ 1,014,300 .4.. Parts and Supplies 30,885 r ' 45,869 21,900 , r 23,000 — r r Services and Other Charges 137,022 , 139,976 137,600 r 137,200 ... Capital Outlay 24,118 12,251 5,000 3,700 Total $ 1,160,891 ' $ 981,441 1 $ 1,149,900 $ 1,178,200 POSITION INVENTORY - : Personnel , ' 2007 2008 ! , 2009 1 1 2010 1 1 Hours Fire Chief 1 1 1 1 _, , i 1 1 1 , , Secretary = 1 1 1 2,080 ' ' Total 2 2 2 , 2 ' .. 4,160 2010 WORK PLAN Activity Routine ,. 1 Plan direct, manage and coordinate the activities of the Fire Dept. 2 Annual budget preparation and administration of budget. 3 Respond to emergency calls. 4 Attend local, County and State Fire Chief, Inspection and Fire Marshal meetings. 5 Direct and manage the firefighter recruitment process. 6 Promote community relations through fire pre■Rntion and education. 7 Process Fire Reports 8 Process paperwork 60 City 4 111111' of l ! 2010 Proposed Budget Operating Budget This page left intentionally blank 61 O 0 0 '.O 0 0 0 0 0 0 0 0 O 0 0O 0 0 O. 0 0 0 0 0 0 0 0 0 0.0 0 0 0 0 0 0 o 0O o 0o 0 = o 0 0 0= O o 0 0 0 O o r ' O.1O,Nm mO 6O tJ ' rQ ' OR�Or OeV'' 00 m o ar • of p m v !�i o a o (o m ri m a r v ' 0 o mi � r N CO i N N s = O 0 0 p 0 0 0 0 O O 0 O O 0 0 t , C N W tV N -. i0 i r r a ,� N O H H' 0 0'000 0 0 0 0 0 0 0 0 0 O �, � r Q . . . i i . , , i i . . . t00 c O ii , •� m o' 0 0 r � N o ri Q ( N 0 N 1 0 rs N C w m 0 0 0 O- 0 0 O v . u'i ' N ' ' N � r . w N A M ▪ E N M O N d V W t9 = W 0 0 "O 0 0 _ 0 0 O. 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N (D t0 SD W t0 t0 <0 t0 t0 t0 t0 t0 SO r0 i i0 t0 f0 t0 �0 t0 tD t0 R0 i0 �, !O t0 40' City of Ea l ; i 2010 Proposed Budget Operating Budget P 9 P 9 Fire — Inspections & Prevention (12) Responsible Manager: Mike Scott, Fire Chief PURPOSE & DESCRIPTION The purpose of the Inspections & Prevention Expenditures as a % of General Fund Division of the Fire Department is to: Fire - • Assuring building safety and fire code Inspection compliance in new and existing buildings. • Reduce fire risk through prevention, edu- cation and inspections. The Prevention & Inspections Division is respon- sible for the following functions: • Organize, track and analyze fire problem specific to our communities and develop targeted programs to reduce the occurrence of emergency response. • Respond to emergency calls. • Inspect new and existing buildings for fire code compliance. • Conducts post fire incident investigations and inspections of fire calls and alarms to determine cause and provide education to the business community on way to eliminate future calls. • Perform /coordinate fire education and fire prevention functions. PERFORMANCE INDICATORS 2007 2008 i I 2009 I 2010 Description i Actual Actual Estimate ': Target Fire prevention functions performed 157 162 200 175 Fires investigated 25 30 9 30 20 Fire sprinkler permits processed 127 143 140 100 Total fire prevention hours 500 489 700 500 Total hours spent at training 9,000 8,760 9,500 8,500 Fire Safety Building Inspections 276 185 350 250 Plan Reviews - New Construction 141 140 130 75 64 a y of � I 2010 Proposed Budget Operating Budget Fire — Inspections & Prevention (12) Responsible Manager: Mike Scott, Fire Chief HIGHLIGHTS & CHANGES Expenditure by Category Parts and Overview: The Fire Departments Inspections & Personal Supplies Prevention budget has been increased by $6,800, Services 3.1% or 2.3% over 2009. This includes a significant cut in 89 .1% Services the training budget including eliminating all out of and Other state travel and greatly reducing any out of city Charges training which helps off -set increases within the 7.8% fire /EMS equipment budget. Capital Outlay 2009 MID -YEAR BUDGET ADJUSTMENTS: 0.0% Conferences /training ($9,000), Travel ($300) 2010 HIGHLIGHTS: Highlight/Change 1: Prevention Budget — This budget experienced little change from the 2009 budget other than reductions in the amount of Fire prevention handouts that the department will purchase for community events such as National Night Out. Financial impact: The overall Fire Prevention budget increased from $273,200 in 2009 to $279,100 in 2010, a 2.2% increase. Service level impact: Staff will reduce the amount of fire prevention supplies at open houses and other fire prevention functions and continue to seek free supplies from organizations such as the National Fire Academy. Fire Prevention and education are our number 1 and 2 mission statements for the Eagan Fire Department. Highlight/Change 2: Training Budget — The training budget decreases to help keep the overall fire budget down. The greatest decrease is the number of firefighters attending external (outside Eagan) training and conferences and the complete elimination of any out of state traveling for training and conferences. Financial impact: The overall training budget decreases 24.6% from $34,100 in 2009 to $25,700 in 2010. Service level impact: With the reduction in outside trainings and conferences, we will be reducing the amount of information that is brought back by our attending firefighters to teach other staff within our department. The training budget has decreased 67% from 2008 -2010. EXPENDITURE SUMMARY Adjusted Proposed Actual Actual Budget Budget Expenditure 2007 2008 2009 2010 Personal Services _ $ 99,241 $ 212,106 264,800 $ 271,700 Parts and Supplies 13 038 12 538 10500 ? 9 400 Services and Other Charges 31,569 40,040 ; 22,700 23,706 Capital Outlay 5,919 - Total $ 149,767 ' $ 264,684 $ 298,000 $ 304,800 65 *City of al 1 2010 Proposed Budget Operating Budget Fire — Inspections & Prevention (12) Responsible Manager: Mike Scott, Fire Chief POSITION INVENTORY 1 = Personnel 1 1 2007 2008 = 2009 ' 2010 . = Hours Fire Marshal 1 .,, J 1 1 1 2080 Fire Inspector = 1 1 1 , 1 i 1 i 2080 , Deputy Fire Chief 1 1 1 ) 1 : , 1 1 , 2,080 Total 3 3 = 3 3 6,240 t I , 2010 WORK PLAN Activity Routine 1 Inspections of new buildings 2 Inspections of existing buildings 3 Investigations of Fires 4 Fire Prevention 5 Prepare training for fire department 6 Review new building plans for fire code. 7 Plan, direct and coordinate the activities of the training department. 66 4 111/ ' City of Eagan 2010 Proposed Budget Operating Budget This page left intentionally blank 67 4 111 ' City ofEa1 1 2010 Proposed Budget Operating Budget Fire — Operations (12) Responsible Manager: Mike Scott, Fire Chief PURPOSE & DESCRIPTION The purpose of the Operations Division of the Fire Expenditures as a % of General Fund Department is to: Fire - ▪ Ensure the protection of life and property Operations for the City of Eagan. . . o.8% The Operations Division is responsible for the 1 following functions: ,;<'..' ...', , • Research and recommend improved tech- nology for emergency call response. • Develop and enhance collaborative rela- tionships with surrounding areas. • Ensure that emergency equipment and buildings are in a state of readiness. • Provide all necessary equipment for the fire dept to provide continued emergency service to residents of Eagan. PERFORMANCE INDICATORS 2007 2008 2009 2010 Description Actual ' Actual Estimate Target Large dollar loss (over $1,000 per state reporting) $2,587,000 $1,150,200 3 $2,500,000 $2,000,000 Response time in minutes 8.1 i 8.3 7 7 Average time first station in service, minutes 2 2 2 2 Fire 416 89 500 90 a ; Explosion /Overhead 88 9 f 80 10 Rescue /EMS 109 159 140 240 1 Hazardous Condition 42 i 73 40 75 Service Call 22 ' _.. 91 30 1 100 Good Intent Call 107 283 90 285 False Alarm /False Call 59 332 75 i 375 Severe Weather /Natural Disaster 97 9 45 10 Special Incident 0 5 10 10 68 City oEav 1 2010 Proposed Budget Operating Budget P g Fire — Operations (12) Responsible Manager: Mike Scott, Fire Chief 1 HIGHLIGHTS & CHANGES Expenditure by Category Services Overview: The overall proposed Operations and Other budget is up $19,200, or 9.9 %. The greatest Charges increase is in the Fire /EMS Equipment budget to 47.4% help accommodate loose equipment replacement for equipment from the 1970s and 1980s. Parts and Supplies 2009 MID -YEAR BUDGET ADJUSTMENTS: 52.6% Fuel ($15,400), increase fire hose +$10,000. 2010 HIGHLIGHTS: Highlight/Change 1: Facility Management- This budget will see a slight increase due to the projected increase in natural gas prices for the five fire stations and to put back into the budget some preventative maintenance items that had been removed from the 2009 budget. These include maintenance of our overhead garage doors and the heating /cooling systems at the fire stations. Financial Impact: $77,900 in 2009 to $84,800 in 2010, increasing 8.9 %. Service Level Impact: This will help ensure the safe operation of our stations for emergency calls. Highlight/Change 2: Fire and EMS Equipment- This budget had seen a dramatic decrease from 2007 to 2009, dropping 84 %. In the 2009 annual fire hose testing, some major failures were experienced, resulting in a close assessment of our hose and fire equipment inventory. Fire hose and fire nozzles from the 1970s -1980s must be replaced. Some replacement is occurring in 2009; more is planned for 2010. The proposed increase brings the equipment budget back to 2008 funding levels. Cuts in the training budget will help offset this increase. Financial Impact: Increase from $12,800 in the original 2009 budget to $26,000 in 2010, up 103.1% (brings level close to 2008 level of $28,100). Service Level Impact: The equipment is needed to provide essential services and reduce equipment failures. Highlight/Change 3: Engineer- The engineer budget has decreased slightly due to lower fuel costs projected. Financial Impact: Overall Engineer budget = $87,100 in 2009 to $80,800 in 2010, down 7.2 %. Service Level Impact: The Fire Department has very large vehicles that often must idle to perform their emergency operations. We have instituted a no -idle policy when possible and are working on buying the most fuel - efficient vehicles possible for the assigned task as vehicles are replaced. Highlight/Change 4: Self- Contained Breathing Apparatus (SCBA) budget eliminated all non - mandatory functions to help maintain our budget. This has resulted in a 0% change over the 2009 budget. The fire department will need to make a large purchase in the future to replace our SCBA units. The fire department is seeking grant funding for this anticipated future need. Financial Impact: Over all SCBA budget = $21,700 in 2009 and 2010, 0% change Service Level Impact: The SCBA budget was reduced for the 2009 budget. The continued decrease will delay the staged replacement/upgrade of some SCBA equipment. EXPENDITURE SUMMARY Adjusted Proposed Actual Actual Budget I Budget Expenditure 2007 ? 2008 2009 2010 Personal Services $ - $ - - $ - =Parts and Supplies 187,937 122,478 93900 112,200 Services and Other Charges 115 154 ' 127,806 100,200 101 100 Capital Outlay 41,674 - - - ,Total $ 344,765 $ 250,284 $ 194,100 $ 213,300 69 • 4 11 ' City of Ea 2010 Proposed Budget Operating erating Budget P 9 P Public Works— Engineering (21) Responsible Manager: Russ Matthys, City Engineer PURPOSE & DESCRIPTION: The purpose of the Public Works— Engineering is Expenditures as a % of General Fund to: Engineering • Provide or recommend the best - designed 4.5% and economical solutions in the most efficient manner for all public improve- ments. .:.E • Technically guide the Council with regards to all engineering and public works issues. • Follow the Council's directives. • Administer and manage all public improve- ments, private developments, right -of -way activities, NPDES Phase II permit and all other engineering and public works issues. • Provide customers with accurate and clearly understandable information as it relates to engineering and public works. The Public Works— Engineering is responsible for the following functions: • Respond to all inquiries and requests of the City Council, various City departments and residents by providing municipal engineering and utility information /assistance. • Address demands on the transportation system & traffic management impacting the City. • Provide topographical, construction and as -built surveying, preparation of feasibility studies, reports and staff support at Council meetings for public improvements. • Design /draft construction plans, write /administer specifications, hold informational meetings and coor- dinate construction /inspection services for public improvements. • Provide quality control for the City's infrastructure and erosion /sediment control (SWPPP). • Update Capital Improvement Program & Comprehensive Plans for City's infrastructure. • Coordinate /present Public Hearings /Final Assessment Hearings for City improvements. PERFORMANCE INDICATORS 1 2007 S ? 2008 1 2009 1 i 2010 Description Actual Actual Estimate Target City Survey About right amount of trails & 89% 79% 80% 80% sidewalks available City Survey Good /excellent storm drainage 80% i 81 % 80% 80% City Survey - Travel /Getting place to place within ° ° Eagan (good /excellent) NA 94% 95 /° 95 /° Utility permits issued 209 198 200 200 Miles of streets overlayed 8.3 15.7 14.1 ? 14.1 Properties assessed for public improvement 801 1,252 760 950 Miles of water main installed 1.2 1.0 0.1 1.8 Miles of sanitary sewer installed 1.0 0.4 0.1 0.5 Miles of storm sewer installed 2.5 0.6 0.5 0.8 70 *City i 2010 Proposed et Operating Bud P 9 P 9 et 9 Public Works— Engineering (21) Responsible Manager: Russ Matthys, City Engineer HIGHLIGHTS & CHANGES Expenditure by Category Parts and Supplies Overview: The Engineering budget shows an Personal 1% increase of $18,300, or 1.5% over the revised 2009 Services budget, due largely to freezing existing personnel 96% Services wages, restructuring the Engineering Secretary and other position to a lower level Operations Support charges Specialist/GIS Technician, and decreases in the availability of staff training. 3% Capital 2009 MID -YEAR BUDGET ADJUSTMENTS: Outlay Fuel ($2,600), software ($1,500), professional 0% services ($2,500), conferences /training ($3,000), local meeting expense ($500) 2010 HIGHLIGHTS: Highlight/Change 1: Personal Services is increased 1.5% due to the wage freeze, restructuring the Secretary position (Level 7) to Support Specialist/Tech (Level 6) and fewer scheduled step increases for newer employees despite an $18,100 increase in health insurance costs. 96% of this department's budget is Personal Services. Financial Impact: Increase of $17,000 over 2009 budget Service Level Impact: None expected, but this position replacement could have the potential for a net FTE reduction if it were not backfilled as a result of restructuring within another department/operation. Highlight/Change 2: Decrease in conferences /schools costs due to overall budget shortfalls. Reduced training on various software programs. Maintain minimal training to keep required professional development hours for registered professional engineers and MnDOT certified technicians. Financial Impact: Decrease of $2,200 from the revised 2009 budget, and $5,200 from original 2009 budget Service Level Impact: Potential diminishment of innovative ideas and keeping on top of current industry and technology advances. Highlight/Change 3: Decrease in general professional services costs due to overall budget shortfalls. Financial Impact: Increase of $500 from revised 2009, but decrease of $2,000 from original 2009 budget Service Level Impact: Program service reduction: reduced ability to address customer requests, traffic analysis, CAD technical service needs, and storm water system design with technical consultants. Rely on staffs ability to address needs and requests while minimizing downtime and inefficiencies. Highlight/Change 4: Delay acquisition of "AutoTurn" Intersection analysis software due to budget constraints. Financial Impact: $1,500 Service Level Impact: Program service reduction: reduced ability to evaluate intersection efficiencies for congestion relief options, potential safety improvements and capital improvement planning. EXPENDITURE SUMMARY I Adjusted Proposed Actual Actual Budget I Budget Expenditure 2007 = 2008 2009 2010 Personal Services $ 1,100,416 $ 1 325 $ 1 500 , $ 1,181 500 Parts and Supplies ! 14,178 1 14,840 12,900 12,400 Services and Other Charges 40,661 41,387 39,600 39,000 Capital Outlay 3,490 ' 9057 = i - 2,400 Total _,... ' $ 1,158,745 $ 1,215,609 " ' $ 1,217,000 $ 1,235,300 71 4111 City of Eaan 2010 Proposed Budget Operating Budget Public Works—Engineering (21 ) Responsible Manager: Russ Matthys, City Engineer POSITION INVENTORY Personnel 1 2007 ' 2008 , 2009 1 1 2010 Hours Director of Public Works 1 1 1 I 1 ; 1 1 i 2,080 ' -1- City Engineer = 1 1 1 ' 1 1 ; 1 ' 2080 1 ; = Assistant City Engineer 1 1 I ' 1 , 1 1 , 2,080 , = Transportation Engineer 1 1 1 ; 1 ; 2,080 Engineering Technicians 3 3 ; 3 , , 3 6240 Secretary 1 , , 1 1 1 1 t 0 - Clerical Technician 1 1 1 1 2080 Project Coordinators 2 2 , 2 ' ; 2 ; 4,160 Operations Support Specialist/GIS Tech 0 , 0 0 1 2,080 Total ' 11 11 11 , 11 22,880 _ . 2010 WORK PLAN Activity Routine „.. _ 1 Manage and administer public improvements; implement Capital Improvement Plan 2 Manage and inspect private developments 3 Provide general engineering customer service _ 4 Manage the Storrn Water Pollution Prevention Program (SWPPP) 5 Monitor and manage the budget ..„. 6 Collect data and prepare the annual report 7 Maintain and upgrade the GIS service delivery program ... 8 Provide general administration/supentision to the Engineering Division j 9 EManage the Municipal State Aid Street funding program I 10 Evaluate and provide local traffic management 11 Evaluate and initiate transportation planning 12 Review and implement comprehensive infrastructure plans .. , 72 *city of Eav i 2010 Proposed Budget Operating Budget P 9 P 9 9 Public Works- Engineering (21) Responsible Manager: Russ Matthys, City Engineer LINE ITEM DETAIL Adjusted : Proposed Actual Actual Budget Budget Acct PERSONAL SERVICES 2007 2008 2009 1 2010 6110: SALARIES AND WAGES - REGULAR 842,575' 877,551': 887,600 $ 883,900 6112; OVERTIME- REGULAR i 15,037 i ; 15,607E 8,300 ' i 8,300 6130 = SALARIES AND WAGES - TEMPORARY € 13,320 14,536 15,800: 15,800 6131; OVERT1ME- TEMPORARY 52 ' ; 178 I I 400 1 400 6142: PERA - COORDINATED 53,059 57,083 I 60,200 ! 1 62,500 6144. FICA 61,109 E 62, 937 I I 67,400 67,700 6151 HEALTH INSURANCE 1 07,795 114,601 120,3007 138,400 * : 6152- LIFE INSURANCE . 1,372. 1,392 - - 6154 DISABILITY LONG TERM 2,693 ' 2,720 ` . 6155 WORKERS COMPENSATION 3,404 3,719: 4,500 4,500 PERSONAL SERVICES 1,100,416: 1,150,325 1,164,500 1 1,181,500 PARTS & SUPPLIES 6210 OFFICE SUPPLIES 54 26 - ' 6215, REFERENCE MATERIALS I 133 I 90 133 i._. 100 6220 OPERATING SUPPLIES GENERAL 4,981 5,052 5,300 ; ; 2,500 I 6224 CLOTHING /PERSONAL EQUIPMENT 245 1 500 1 500 6231 MOBILE EQUIP REPAIR PARTS 1 054 s 1,029 I 800 r I 900 I 6232 SMALL EQUIPMENT REPAIR PARTS 272 70 1,300 1,000 6235; FUEL, LUBRICANTS, ADDITIVES 7,439. 7,312 4,900 1 7,500 6270- COMPUTER SOFTWARE - . 1,261 - PARTS & SUPPLIES 14,178 ; 14,840 12,900 ; ? 12,400 € SERVICES & OTHER CHARGES 63101 PROFESSIONAL SERVICES -GENERAL 1,567. : 8,207 3 000 3 500 • 6346 POSTAGE 4,156 ' 6351 PAGER SERVICE FEES 1,616. 1,796 1 900 1 900 6353;' PERSONAL AUTO /PARKING 5,893 i 6,077 5 900 5,900 • 6354 CAR WASHES 30 E 32 100 100 6355: CELLULAR TELEPHONE SERVICE 3,154 i 2,648 3,800 3,800 6370 GENERAL PRINTING AND BINDING 1,053 ! 640 ` 1,100 I 1,100 6385 INSURANCE 9 200 € 9,000 d 9,000 ; 8,200 6425 MOBILE EQUIPMENT REPAIR LABOR 376 ' 979 I i 200 500 t 64261 SMALL EQUIPMENT REPAIR -LABOR - 235 500 1 500 6476 CONFERENCES AND SCHOOLS 7,555 1 7 I I . 10,500 , 8,300 6477 LOCAL MEETING EXPENSES 613 I - 426 300 700 6478 TUITION & BOOKS 2,519 296 6479 DUES AND SUBSCRIPTIONS 1,762 , 1,866 i 1 2 300 2,300 E 6480, LICENSES, PERMITS AND TAXES 117 857 300 700 6481; RECORDING FEES 396 286 ? 300 i 300 6569 MAINTENANCE CONTRACTS 654 , ? 164 , 1 400 I 1,200 SERVICES & OTHER CHARGES 40,661 ; 41,387 ; 39,600 = 39,000 CAPITAL OUTLAY 6660 OFFICE FURNISHINGS /EQUIPMENT 3,490 ` 9,057 ; 1 - 2,400 CAPITAL OUTLAY 3,490 , ; 9,057 2 400 OTAL PUBLIC WORKS - ENGINEERING ! $ 1,158,745 I ; $ 1,215,609 - $ 1,217,000 T LI $ 1,235,300 1 _. ` - i 1.50%. 73 �����m �� City of Ewa 2010 Proposed Budget Operating Budget Public Works—Streets & Highways (22) ible Manager: Tom Struve Superintendent of Streets & Equipment PURPOSE & DESCRIPTION Expenditures as a % of General Fund The purpose of the Public Works—Streets & Highways Department is to: - Streets • Provide resources and technical appli- 6.396 cation of structural maintenance proced- ures for public roadways, transportation trail ways and related infrastructure keep- ing them in the best possible and safest condition economic constraints allow. • Provide resources for operational mainten- ance procedures including snow and ice uontro|, ovveaping, traffic control, street- lights and boulevard maintenance in order to provide safe conditions for citizens and the traveling public as economic constraints aHow. The Public Works—Streets & Highways Department is responsible for the following functions: • Structural maintenance of infrastructure located in local public rights of way including the repair and preservation of roadways, sidexvo|ho, trails, street |ighUng, signage and street drainage systems. • Provide operational maintenance including snow and ice control, street |ights, cross departmental services delivery, traffic control, and the cleaning of streets and surface drainage grates. • Provide boulevard and roadside maintenance including litter/trash nannova|, boulevard tree trimnnning, and repair of related boulevard amenities. PERFORMANCE INDICATORS 2007 2008 2009 I 2010 Description Actual Actual Estimate Target Miles of streets maintained 236 236.51 237 237 Employee days spent maintaining roads/trails (5 449 465 620 500 , Employee days spent sweeping (5 yr. avg.= 373) 315 316 350 325 Snow removal cost per mile, annual (10 yr. avg.= $1,470 $2,376 $1,400 $1,400 Avg weighted pavement condition rating for entire 77.8 79.82 75 street system (0-poor, 100-excellent) Residents rating street repair and maintenance as high (good or better) in surwy Residents rating snow plowing of City streets as N/A 90% N/A 95% excellent in suney Residents rating trail and sidewalk winter N/A 69% N/A 75% maintenance as high (good or better) in sunley 1 City of Ea 2010 Proposed Budget Operating Budget � P 9 Public Works— Streets & Highways (22) Responsible Manager: Tom Struve, Superintendent of Streets & Equipment Expenditure by Category HIGHLIGHTS & CHANGES Personal Capital Services Overview: The proposed Streets budget shows an Outlay 64% increase of $126,200 or 7.8% from the adjusted 0 2009 budget due to increased costs related to necessary products: fuel, snow removal supplies, parts and tools required for the maintenance of Services higher tech late model equipment and machines are and Other Parts and As a partial offset to these increases, reductions are Charges Supplies made by replacing some contractual services with 8% z8% in -house staff resources (i.e. snow plow turf repair, weed spraying), reducing services (Le. pavement striping and markings) and eliminating some activities (i.e. concrete curb and sidewalk repairs, equipment rental, training, tuition reimbursement). One new service delivery program has been proposed to address the anticipated Emerald Ash Borer infestation: contractual stump grinding /removal. 2009 MID -YEAR BUDGET ADJUSTMENTS: Fuel ($51,400), street repairs ($30,000), conferences /training ($1,500), snow /ice removal ($26,000) 2010 HIGHLIGHTS: Highlight/Change 1: Fuel costs are projected to increase from the revised 2009 budget estimates. The City participates in the State's metro -wide fuel purchasing consortium providing quantity discounts. Street Maintenance operations rely on a large fleet of medium to large specialty vehicles that consume large quantities of fuel in providing a safe and accessible transportation system. Financial Impact: Increase of $34,400 from revised 2009 budget. Service Level Impact: None Highlight/Change 2: The streets and sidewalk repairs budget was significantly reduced with the 2009 mid -year budget adjustments. The proposed 2010 budget reflects an increase over 2009, but not all the way back to the 2008 level. A program service addition ($3,000) is required for an anticipated upturn in Emerald Ash Borer stump removal for boulevard trees. (The City has 19,000 boulevard ash trees.) Financial Impact: Increase of $22,500 from revised 2009 budget. (2009 budget was reduced by $30,000 mid- year) Service Level Impact: The reduced concrete sidewalk and curb repair will result in a reduced community standard in the condition of infrastructure and pedestrian expectations. The funding for the ash borer diseased tree root removal will allow the city boulevards to be maintained to the desirable level of quality. Highlight/Change 3: In the past, the City has budgeted for rental of maintenance equipment as a way to research and test new equipment and technologies. That program is proposed to be eliminated. Financial Impact: Decrease of $3,200 from 2009 budget. Service Level Impact: This program elimination will no longer allow Street maintenance operations to test prototype equipment that can increase effectiveness and efficiencies. Additionally, the city has benefitted historically when this rental equipment (typically used models) has been subsequently purchased at a significant discount (purchase price reduced by rental costs). Highlight/Change 4: Tuition reimbursement is reduced as no requests were submitted by staff members. Financial Impact: Decrease of $5,200 from 2009 budget. Service Level Impact: None 75 4 City of Eta 2010 Proposed Budget Operating Budget P 9 P 9 9 Public Works— Streets & Highways (22) Responsible Manager: Tom Struve, Superintendent of Streets & Equipment Highlight/Change 5: Eliminate contracting out of snow plow turf repairs and boulevard weed spraying, and instead utilize in -house maintenance staff. Financial Impact: Decrease of $4,300 from 2009 budget. Service Level Impact: This will require Street maintenance staff to perform this service on a delayed basis and /or instead of other routine street maintenance operations. Highlight/Change 6: Reduce annual street centerline striping and pavement markings contract (messages and symbols) by 50 %. Only critical crosswalks and pavement messages will continue to be maintained to a required legibility standard on an annual basis. Financial Impact: Decrease of $19,000 from 2009 budget. Service Level Impact: This will lower the aesthetics of the community but should continue to direct/protect traffic operations at a minimal level. Highlight/Change 7: Mobile equipment repair parts is increased to better reflect actual costs in recent years. Financial Impact: Increase of $6,000 from the 2009 budget. Service Level Impact: Budgeting enough for parts and operating supplies will allow our department to continue to provide a high level of safety to our customers. Highlight/Change 8: Salt for snow /ice removal is projected to increase from $45.55 in '08 -'09 to $58.51 in '09- '10. Additionally, magnesium chloride (used to activate salt during extreme cold) will increase from $1.36 to approximately $1.50 per gallon. Budgeting enough for winter snow and ice supplies is critical to the safe travel of our citizens. With training, good management, and new technology, we have reduced quantities applied over the past four winter seasons. (Average of 170 tons per event in '05 -'06 reduced to average of 88 tons per event this past winter- 48% reduction). Financial Impact: Increase of $21,100 from the 2009 budget. Service Level Impact: Adequate winter supplies will allow our department to continue to provide the expected safe level of service to our customers. EXPENDITURE SUMMARY Ad j usted Proposed Actual Actual I T Budget Budget Expenditure 2007 2008 i € 2009 ( 2010 Personal Seances $ 977,674 $ 1,046,624 $ 1,059,300 ; $ 1,117,500 Parts and Supplies 437,412 ' i 536,337 396,500 i 482,50o Services and Other Charges 328,158 ; 259,658 169,100 1 148 400 Capital Outlay 3,855 l 3,488 i 2,700 Total ; $ 1,747,099 $ ... 1,846,107 , $ 1,624,900, l$ 1,751,100 76 411 City of Eni 4 ! 2010 Proposed Budget Operating Budget Public Works— Streets & Highways (22) Responsible Manager: Tom Struve, Superintendent of Streets & Equipment POSITION INVENTORY Personnel i 2007 ` i 2008 ' 2009 2010 i , Hours 'Superintendent of Streets & Equipment 0.67 < 0.67 0.67 : 0.67 = ; 1,394 Supervisor 1 1 1 1 1 2,680 Technician /Inspector 1 1 1 1 2,080 Maintenance Workers 10 10 3 10 10 20,800 Total 12.67 12.67 12.67 12.67 26,354 2010 WORK PLAN Activity Routine 1 Bituminous surface maintenance 2 Snow and ice control 3 Signs /traffic control 4 Sweeping 5 Buildings, facilities 6 Curb and gutter work 7 Crackseal 8 Boulevard /tree & storm system maintenance 9 Customer service response 10 Miscellaneous(gen. adman sidewalk trail maintenance, cross dept., assist ,voting training) 77 . . City of Ewa 2010 Proposed Budget Operating Budget . • Public Works - Streets & Highways (22) Responsible Manager: Tom Struve, Superintendent of Streets & Equipment LINE ITEM DETAIL Adjusted i : Proposed I i i Actual 1 1 Actual I i Budget , 1 Budget Acct PERSONAL SERVICES ' 2007 ' 1 2008 1 ; 2009 ; 2010 6110: SALARIES AND WAGES-REGULAR ; $ 684,4227 ' 731,1251 ; $ 734,400 1 $ 765,400 , . 6112 OVERTIME-REGULAR 44,004 ! 41,456 1 1 30,400 ; . 31,400 i 6130 SALARIES AND WAGES-TEMPORARY ' 9,613 : 13,147 = ' 17,900 1 17,900 1 . , 6131 OVERTIME-TEMPORARY ; , 248 ' - - - , 6142i PERA-COORDINATED ' 45,527 1 49,771 ; ' 51 600 1 55,800 ! : 6144 FICA 55,584 : 57,757 , 59,900 I , 62,300 : _ 6151 HEALTH INSURANCE , 94,325 i 104 173 , 111,3001 128 000 -I 6152 LIFE INSURANCE i 1,442 : 1,565 1 i - , : - 2 6154. DISABILITY - LONG TERM , 2,631 1 ' 757 - I 1 - 6155: WORKERS COMPENSATION 39.878 , , , 44 874 1 , , 53,800 . 56,700 PERSONAL SERVICES 977,674 1 : 1,046,624 1 1,059,300 1 : 1,117,500 PARTS & SUPPLIES 5 , , 1 ; I , 62151 REFERENCE MATERIALS I 110 28 100 i . 100 6220 OPERATING SUPPLIES-GENERAL I 5,352 i , : : 5,300 : : 6,300 6,200 , --1.--- 6222! MEDICAURESCUE/SAFETY SUPPLIES , . 1,673 1,760 1 1,800 1 1 1,800 6224 CLOTHING/PERSONAL EQUIPMENT , 4 _ 573 1 ' 3,853 ; ' , 4,100 1 1 4,100 6231 MOBILE EQUIP REPAIR PARTS 80.818 i 90,102 ' 60 000 1 1 66,000 1 ' 1 .: - , 6235: FUEL, LUBRICANTS, ADDITIVES 79,908 : 99,463 ; 81,600 ' i 116,000 - 4 e 6243 HEATING OIL/PROPANE/OTHER FUEL 308 : , - , , _ 13 i .1 : 1 6255, STREET REPAIR SUPPLIES , , 87,002 1 130,127 1 101,300 1 124,800 1 , : 6256 SNOW REMOVAUICE CONTROL SUPPL 152,113 143 400 [ 181,806 122,300 „ 6257 SIGNS & STRIPING MATERIAL 25 „ 850 I 22,689 1 20,000 1 20,000 I , PARTS & SUPPLIES , 437,412 536,337 1 396,500 1 1 482,500 SERVICES & OTHER CHARGES i , 73 ! 6346,, POSTAGE . . .= . , 164 1 _ , , 100 , .. 6351: PAGER SERVICE FEES 1 170 ! 174 1 - - ! 6355 CELLULAR TELEPHONE SERVICE 8 - , i - 1,689 T , 6370i GENERAL PRINTING & BINDING 1,512 2,000 - ' 2,000 1 6385 INSURANCE 763 : 415 1 800 ; : 800 64251 MOBILE EQUIPMENT REPAIR LABOR 23,300 1 24,900 1 24,900 i -.-4 25,600 6428, FIELD/OTHER EQUIPMENT REPAIR 5.120 I 7,620 1 3,600 1 . 5,600 23,101 1 _., 6429: STREET REPAIR-LABOR 25,002 1 23 24,000 1 f 23,000 1 6457 MACHINERY AND EQUIPMENT RENTAL 3,735 ' 9,938 I 8,000 : 1 4,800 6476; CONFERENCES AND SCHOOLS 4,486 1 3,245 2,500 1 2,900 64771 LOCAL MEETING EXPENSES 233 49 ' 200 , 100 6478 TUITION AND BOOK REIMBURSEMENT , - 5,200 ; - 6479 DUES AND SUBSCRIPTIONS 493 1 345 1 400 1 ' 400 6480, LICENSES, PERMITS AND TAXES 50 525 1 _ - 65351 OTHER CONTRACTUAL SERVICES 1,495 1 12,143 1 9,300 I 1 5,000 6564 SNOW & ICE REMOVAL ' , 221,026 i 132,011 ! 30,200 i , 39,100 ,. . ' 6566: STRIPING ' 38,413 1 39,879 ; 55,000 ; ; 36,000 , , 6569: MAINTENANCE 2,102 ANCE CONTRACTS ,' ; 3,637 , 3,000 1 3,000 SERVICES & OTHER CHARGES 328,158 ! 259 - 658 , 169,100 i : 148,400 , : , 1 CAPITAL OUTLAY 6670. OTHER EQUIPMENT 3 855 3,488 1 2,7oifi ' , - , : CAPITAL OUTLAY 1 3,855 1 3,488 1 - ' 2,700 t , :TOTAL STREETS & HIGHWAYS $ 1,747,099 : $ 1,846,107 , $ 1,624,900 ' ' $ 1,751,100 7.77% • 1 i 78 411 city of Ea l 2010 Proposed Budget Operating Budget This page left intentionally blank. 79 4 11 ' City of Bain 2010 Proposed Budget Operating Budget Public Works — Central Services (24) Responsible Manager: Tom Struve, Superintendent of Streets & Equipment PURPOSE & DESCRIPTION The purpose of the Public Works — Central Expenditures as a % of General Fund Services /Equipment Maintenance Division is to: Central • Central Services provides administrative, s erv. clerical, and customer service support for �, Maint. all departments located at the Mainten- 2 2% ance Facility. This includes Streets, Equip- ment Maintenance, Water, Sewer, Parks, Forestry and Water Quality Departments. • Equipment Services provides maintenance- and repair for all City vehicles and equip- ment across all departments including police and fire. The Public Works — Central Services /Equipment Maintenance Division is responsible for the following functions: • Central services process all customer service requests (a total of 2,439 requests in 2004) for any maintenance services provided by the City. • Central Services manages and operates 9 unique software programs to support maintenance service delivery. • Equipment Maintenance crews maintain 192 mobile units and 139 miscellaneous pieces of equipment assuring that this equipment operates in a safe and efficient manner. • Equipment maintenance staff performs City commercial vehicle inspections, (19), and fire vehicle safety inspections, (21) annually. PERFORMANCE INDICATORS 2007 2008 = 2009 = 2010 Description Actual = Actual Estimate Target Customer Service requests responded to 1,750 1,724 2,200 2,000 Units (cars /trucks /heavy equipment) serviced per 105 102 105 102 mechanic (10 -city survey average 54) Scheduled (vs unscheduled) maintenance as % of 60% 67% 60% total maintenance (industry goal /standard is 60- 65% E Average Unit Downtime (industry standard is 5 %) 0.7% 0.6% ; 0.9% 1.0% Comebacks (retum for repeat work) (industry 0.2% 0.1% 0.9% ? 0.5% i standard is 3 %) 80 4 City of Cato 2010 Proposed Budget Operating Budget Public Works — Central Services (24) Responsible Manager: Tom Struve, Superintendent of Streets & Equipment HIGHLIGHTS & CHANGES Expenditure by Category Parts and p y g ry Supplies Overview: The Central Services budget shows an 5% increase of $24,300, or 4.1 %, primarily due to Personal increases in personal services. Services Services 87% and Other 2009 MID -YEAR BUDGET ADJUSTMENTS: Charges Fuel ($1,000) 8% 2010 HIGHLIGHTS: Capital Highlight/Change 1: Personal Services is up 3.4% Outlay due to union contracts and scheduled step 0 0 ° increases for employees. 87% of this department's budget is personal services. Financial Impact: Increase of $17,800 over 2009. Service Level Impact: None Highlight/Change 2: The primary copier /printer at Central Maintenance is not currently meeting production demands. Its memory and storage capacity cannot be upgraded and frequently jobs are backed up. The IT department concurs with its replacement. IT is recommending a lease of a late model machine (similarly to several leased and in service at Administrative Center) beginning in 2010. If purchased under the Part 11 CIP (not currently proposed), this annual operating cost can be eliminated. Financial Impact: Increase of $3,900 from 2009 budget. Service Level Impact: This necessary equipment upgrade is necessary to allow staff to continue to process administrative duties efficiently and timely. EXPENDITURE SUMMARY Adjusted Proposed Actual Actual _._.. ....._.... Budget Expenditure 2007 2008 2009 2010 Personal Services $ 461,886 $ 502,839 '_ $ 516,200 ` $ 534,000 Parts and Supplies 27,82 34 33,000 32,000 Services and Other Charges : 34,574 41,525 40 400 i 46,200 Capital Outlay 8 15626 - 1,700 Total $ 532,529 $ 594,392 , i $ 589,600 $ 613,900 81 *City of E: 1 2010 Proposed Budget Operating Budget . . Public Works — Central Services (24) Responsible Manager: Tom Struve, Superintendent of Streets & Equipment POSITION INVENTORY Personnel f 2007 : i 2008 ! ' 2009 ! ! 2010 Hoursi Superintendent of Streets & Equipment : ; 0.33 ' ; 0.33 ; i 0.33 ' 0.33 ; 686 Shop Supervisor/Chief Mechanic i 1 1 , ; 1 1 : 2,080 Equipment Maintenance Workers 2 ; 2 , : 2 „ 2 4,160 Office Supenoisor 1 1 ; 1 —I I 1 : 2,080 Clerical Technicians , 1 1 , 1 1 , 2080 . Operations Support Specialist : : 0.5 . 0.5 : 0.5 ; 0.5 1,040 : . :Total i ' 5.83 5.83 ; 5.83 1 5.83 i 11,440 2010 WORK PLAN Activity Routine 1 General administration 2 Clerical (Streets, Central Servs., Parks, Water Resources, Forestry, Watershed Mgmt. Org.) `3 Equipment maintenance (Streets, Parks, Utilities, Emergency Seances Eng., Comm. Dev.) 4 Snow plowing (assist Street Maint.) 5 Buildings, facilities maintenance 82 . . 4 11 ' aty of E: F, i 2010 Proposed Budget Operating Budget . . Public Works - Central Services (24) Responsible Manager: Tom Struve, Superintendent of Streets & Equipment LINE ITEM DETAIL Adjusted I Proposed ; Actual I Actual i 1 Budget / 1 Budget i Acct ; PERSONAL SERVICES 2007 ' 2008 ! I 2009 2010 6110 SALARIES AND WAGES-REGULAR $ 323,501 353,3737 ; $ 359,700 , $ 365,800 ... ,. ., .,. 6112 ; OVERTIME-REGULAR 13,375 11,702 i ! 9,500 i ' 9,800 6130 • SALARIES AND WAGES-TEMPORARY 10,410 13,399 15,400 i 15,400 6131 OVERTIME-TEMPORARY - , - , = - 6142 PERA-COORDINATED 22 084 , , 24,250 : : 24900 : 26300 , ! - , ' 6144 FICA 25 26 951 ,787 ; 29400 ! ' 29,900 6151 HEALTH INSURANCE 51,188 55,164 , 58 300' 67 000 6152 LIFE INSURANCE 666 , : 712 : ' - 6154 ; DISABILITY - LONG TERM 1,248 . 1,306 i - , - 6155 WORKERS COMPENSATION 13,627 I 15,982 , 19,000 19,800 PERSONAL SERVICES 461,886 502,839 516,200 ' 534,000 : PARTS & SUPPLIES 6210I OFFICE SUPPLIES 7,769 . : 8,635 , 7,500 - 7,500 , . 6215 REFERENCE MATERIALS 508 . - 793 i ' 500 500 ; 6220: OPERATING SUPPLIES-GENERAL 356 : 307 , 300 : 300 6224 CLOTHING/PERSONAL EQUIPMENT 1,077 1,547 , 1,200 , 1,200 6231. MOBILE EQUIP REPAIR PARTS 1,618 , 1,370 1 - 1 000 ; 1,300 , 6234 FIELD/OTFIER EQUIPMENT REPAIR 1,027 5,268 - 3400 : ; 3400 62351 • FUEL, LUBRICANTS, ADDITIVES 1,900 2,324 i 2,000 i , 2,700 , 6240; SMALL TOOLS 3,565 5,238 4 ' 500 , : 4,500 : , 6241 SHOP MATERIALS 7,807 8,244 7,600 ! 7,600 6270 COMPUTER SOFTWARE 2,194 675 5,000 ! 1 3,000 34, PARTS & SUPPLIES 27,821 1 402 33,000 32,000 . . SERVICES & OTHER CHARGES 6328. SPECIAL EVENTS/ADMISSION FEES - - _ 6346 POSTAGE - 47 1 - - 6347 • TELEPHONE SERVICE & LINE CHG 4,646 : ".; 4,284 i 4,200 , 4,200 ' 6385 INSURANCE ' 7,800 12,100 i 12100 15,100 6425, MOBILE EQUIPMENT REPAIR LABOR 112 271 1 ' - : - 6428 FIELD/OTHER EQUIP REPAIR-LABOR 765 2,160 ; 1,300 1,300 ' 6476 CONFERENCES AND SCHOOLS 1730 2,321 : 2 500 1300 6477 LOCAL MEETING EXPENSES - 100 - : 100 , 6479 DUES AND SUBSCRIPTIONS 35 173 i i 100 i I 200 6480 LICENSES, PERMITS AND TAXES 73 173 i 100 : : 100 6539 WASTE REMOVAUSANITATION SERV 14722 16,334 - 15,700 : : 15700 , . 1 ' 6569, MAINTENANCE CONTRACTS 4,691 - , 3,662 : 4,300 8,200 SERVICES & OTHER CHARGES 34,574 : 41,525 ; 40,400 ; 46,200 : . CAPITAL OUTLAY 6660, OFFICE FURNISHINGS/EQUIPMENT 8,248 , 2,009 , i - : 1 760 - , 6670 OTHER EQUIPMENT - i 13,617 : . _ , , - CAPITAL OUTLAY 8,248 15,626 , = ' 1,700 ! : . TOTAL CENTRAL SERVICES $ 532,529 ' ; $ 594,392 ; I $ 589,600 I ' $ 613,900 4.12%: 83 4 1 ' City of Eat 2010 Proposed Budget Operating Budget • Parks & Recreation — Recreation /Administration Division (30) Responsible Manager: Juli Johnson, Director of Parks & Recreation PURPOSE & DESCRIPTION The purpose of the Recreation /Administration Expenditures as a % of General Fund Division of the Parks and Recreation Department is Recreation to 6.9% • Develop community through provision of recreation programs, facilities and events. • Provide support and oversight to partner organizations providing leisure activities. • Provide opportunities for leisure and social skill development. • Provide meeting spaces and facilities for community groups and private functions. • Schedule and allocate use of community facilities to provide equal benefits to all residents. The Recreation /Administration Division is responsible for the following functions: • Provide recreation programs and services to all Eagan residents. • Provide clerical support for program registrations, facility reservations, memberships & general inquiries. • Provide staff support to the Advisory Parks Commission. • Facilitate planning for future park, recreation, and facility development. PERFORMANCE INDICATORS 2007 2008 2009 2010 1 Actual Actual ' Tar Description Estimate Target g Hours of Subsidized programs 6,022 7,160 ! 6,496 7,030 Participants in Subsidized programs 28,413 55,052 29,000 51,668 Hours of fee based programs 1 9,316 9,464 9,664 9,372 Participants in fee based programs 16,012 14,933 16,238 15,502 Based on City surrey, /o who rate City sponsored n/a recreation programs as good or excellent Based on City survey, % of participants who report I being satisfied with their experience in recreation N/A n/a 95% n/a programs 84 11 1111* CityofEalo, i 2010 Proposed Budget Operating Budget • Parks & Recreation—Recreation/Administration Division (30) Responsible Manager: Juli Johnson, Director of Parks & Recreation HIGHLIGHTS & CHANGES Expenditure by Category Overview: The Recreation/Administration budget Personal shows a decrease of $18,500, or (1%), from the Services Parts and adjusted 2009 budget 75•7% Supplies 5.1% Merch. for Resale 2009 MID BUDGET ADJUSTMENTS: 0.3% , Services Elimination of two half-time positions = 1.0 FTE ($25,200), intern ($5,000), tubing hill ($8,000), office Capital and Other equipment ($3,000), virtual tour ($4,500) Outlay Charges 0.5% 18.4% 2010 HIGHLIGHTS: None EXPENDITURE SUMMARY i Adjusted , Proposed , Actual ' Actual 1 Budget 1 Budget Expenditure i 2007 2008 2009 2010 Personal Services 1 $ 1,381,393 = $ 1,428,951 , $ 1,434,200 $ 1,433,300 Parts and Suppiies / 88,361 81,788 ' 84,500 67, 15 a , =Services and Other Charges 340,395 343,332 = 383,600 = 347,800 , = Capital Outlay 9,526 13601 4 1 ,400 = 9800 i ' 6,319 4,618 , 4,800 4,800 Merchandise for Resale , Total $ 1,825,994 $ 1,872,290 1 $ 1,911,500 * $ 1,893,000 85 4 City of Eagan . 2010 Proposed Budget Operating Budget Parks & Recreation—Recreation/Administration Division (30) Responsible Manager: Juli Johnson, Director of Parks & Recreation POSITION INVENTORY ;Personnel 1 i 2007 ; = 2008 1 ; 2009 ' ; 2010 : : Hours; Director of Parks and Recreation ; 1 0.5 ; 0.5 1 ; 1 1 ; ; 2,080 . - - = Superintendent of Operations , 1 1 1 ; 1 ; 2,080 • Recreation Program Supervisor - ' 4.1 ; 4.1 ; ; 3.1 , 3.1 : 6,448 Recreation Program Assistant 1 1 ; 1 ; ; 1 1 i . 2,080 Clerical Technicians - ; 5.4 5.4 4.4 ; 4.4 1 ' 9,152 Recreation Program Manager ; 1 1 1 T 1 1 - 1 i - 2,080 Recreation Facility Manager - ' 1 i 1 1 1' 1 1 . = 2,080 ; .Total 1 14.0 , 14.0 ' 12.5 1 ' 12.5 ; 26,000 2010 WORK PLAN Activity Routine 1 Provide department administration - Parks, Recreation & Revenue Facilities 2 Providing recreation programs and services .._ ..,,,.„ 3 Oversee development and construction projects 4 Prepare information for City Council 5 Provide support to Advisory Parks Commission 6 Provide program registration, facility reservations, and answer public inquiries -1 7 Provide support for special events and community partner groups. -i 8 Respond to concems and suggestions from residents 9 Account for collection of revenues om all department facilities and programs 86 *City lift 1 I 2010 Proposed Budget Operating Budget - P g P 9 Parks & Recreation - Recreation /Administration Division (30) Responsible Manager: Juli Johnson, Director of Parks & Recreation LINE ITEM DETAIL 1 : 1 i Adjusted Proposed I Actual I Actual t Budget Budget Acct: PERSONAL SERVICES 2007 2008 2009 2010 6110; SALARIES AND WAGES - REGULAR $ 823,820: 871,0737 $ 844,500 1 1 $ 857,000 6112 OVERTIME- REGULAR 633 480 ; 1 - j - 6130 SALARIES AND WAGES-TEMPORARY 287,179 281,410 ' 329,800 : 294,900 61313 OVERTIME- TEMPORARY 683 870: ' ' 6142 PERA- COORDINATED 1 61,630 , ? 64,309 57, 6,00 0 000 ? 60,000 6142; 0 FICA 82,879 ( : 0 61511 HEALTH INSURANCE 1 105,940 105,962 ; 105 900" 12 1 800 ' , . 6152' LIFE INSURANCE 1,641: 1,723 ` '. 1 - 6154 DISABILITY - LONG TERM 2,587 2,939 6155 WORKERS COMPENSATION 14,401 , 15,892 7,300 12,300 ._ PERSONAL SERVICES : - 1,381,393 1,428,951 1,434,200 1,433 300 PARTS 8' SUPPL IES j 6210 OFFICE SUPPLIES 4,345 4,627 1 3 i 4,500 62111 OFFICE PRINTED MATERIAUFORMS 104 ' ° 421 500 ' 500 6212; OFFICE SMALL EQUIPMENT 17 974 1 1 1,100 1 , 500 6215i REFERENCE MATERIALS 480 I 87 6220, OPERATING SUPPLIES GENERAL 988 1 4,688 1 1 9,200 ; , 8,700 6222; MEDICAURESCUE /SAFETY SUPPLIES 430 353 600 600 :. 6224 CLOTHING /PERSONAL EQUIPMENT 6,889 1 7,691 a 5 900 1 6,200 '; 6227; RECREATION EQUIPMENT /SUPPLIES 65,839. 62,309 ; 63,800 74,300 6233 BUILDING REPAIR SUPPLIES 99 - 6243 HEATING OIUPROPANE /OTHER FUEL 1 460 I ! 6253 6270, TURF MTN & LANDSCAPE SUPPLIES (77)£ ' COMPUTER SOFTWARE ? 7,787 ' . 637 , 2,100 i r 2,000 PARTS & SUPPLIES 88,361 , 81,788 ' 84,500: ' 97,300 SERVICES & OTHER CHARGES 6310 PROFESSIONAL SERVICES - GENERAL 5,585 8,521 6320' INSTRUCTORS 72,424 , 59,321 : 72,200 200 62 100 6325' VET/KENNEL-CHARGE/ANIMAL DISPOSAL 1,974 : 621 - 6326' ATHLETIC TEAM SANCTION FEES 9,299 7,920 8 500 8,100 6327 SPORTING EVENT OFFICIALS 83,333 84,955 1 96,000 ; ; 90,500 6328; SPECIAL EVEN_ TS /ADMISSION FEES 9,_380 5,533 i ; 12,400 ° 9,800 6329TOURNAMENT FEES .. .. _ _.. - ;. (3,300) -. 3,590 3,900 _ 4,000 _, 6331, PROGRAM SCHOLARSHIPS 1,198 1 , 3,355 3,800 ; 1 5,700 6346 POSTAGE 9 ,572 14,001 1 1 13,900 1 13 400 ' 6347 TELEPHONE SERVICE & LINE CHG 512 • 500 - ... . ...... 6351 PAGER SERVICE FEES 82 3 859 - ? 63531 " - LLU PERSONAL AUTO /PARKING 6,455 6,543 10,000 ;� 9,200 6 CELAR TELEPHONE SER " VICE 7,795 8,426 = 7,600: 7,500 635 7; ADVERTI /PUBLICATION 3,748 " 9,271 5,000 10,500 6358` EMPLOYMENT ADVERTISING 65 , - " - - 87 4 0 i ' City of Eta 2010 Proposed Budget Operating Budget P 9 Parks & Recreation - Recreation /Administration Division (30) Responsible Manager: Juli Johnson, Director of Parks & Recreation LINE ITEM DETAIL (CONT'D) Adjusted : i Proposed Actual Actual Budget i M Budget SERVICES & OTHER CHARGES CONTD 2007 2008 2009 009 2010 6370'. GENERAL PRINTING AND BINDING 3 221 145 3,000 4,900 6385 INSURANCE 11,900 9,200 s 9 20 8 6427 BLDG OPERATIONS /REPAIR -LABOR - 383 ' - 6456' BUILDING RENTAL 50,900 ' i 52 100 6457 MACHINERY AND EQUIPMENT 7 500 ? 1,400 6475 MISCELLANEOUS 30,416 29,164 28,500 29,200 6476 CONFERENCES AND SCHOOLS 7,165 7,932 6 300, 5,000 6477, LOCAL MEETING EXPENSES 714 • 2,129 ; 4 200 1 700 6479` DUES AND SUBSCRIPTIONS 1 _ € _ , 6 1, 803 2,100 2,100 6482' AWARDS JUDGEMENTS AND LOSSES `' 1 250 596 200 300 `. 97 6 f 6487 VISA/MC BANK CHARGES T" , 8,640 a 7,907 w 25,700 ? 9,000 6515 INTERNAL EXPENSES 51,418 59 888 6535 OTHER CONTRACTUAL SERVICES 7,424 4,795 S 10 200 6,500 6539' WASTE REMOVAU NI SATATION SERV 727 - - 6550 TRANSPORTATION SERVICES 6,691 5,655 I I 9,000 I 6,100 SERVICES & OTHER CHARGES 340,395 343,332 r 383,600 347 CAPITAL OUTLAY + 6620 BUILDINGS - s 6630 OTHER IMPROVEMENTS - : ; - , - : - : 6660 OFFICE FURNISHINGS /EQUIPMENT 9,526 13,601 4,400 • 6670; OTHER EQUIPMENT - - 9,800 CAPITAL OUTLAY 9,526 , 13,601 I 4,400 '. 9,800 MERCHANDISE FOR RESALE , 68 FOR RESALE 6,319 4,618 4,800 8 4,00 MERCHANDISE FOR RESALE 6,319 4,618 % 4,800 4,800 'TOTAL PARKS & RECREATION - RECREATION : $ 1,825,994 $ 1,872,290 ` $ 1,911,500 i 1 $ 1,893,000 88 City of Eat 2010 Pro osed Budget Operating Budget P This page left intentionally blank 89 4 0' My of Ea I; I 2010 Proposed Budget Operating Budget Parks & Recreation —Parks Division (31) Responsible Manager: Juli Johnson, Director of Parks & Recreation PURPOSE & DESCRIPTION The purpose of the Parks Division of the Parks & Expenditures as a % of General Fund Recreation Department is to: Parks • Provide safe opportunities for residents to - 7.2% gather as a community. • Support league, tournament and public play. • Ensure the availability of clean, safe, qua- lity facilities, play features and amenities. • Facilitate reservations, community- based special events and recreational initiatives. • Coordinate the development of new park features and amenities per the budget and CIP. • Cooperate and coordinate with other providers of community recreational facilities. • Maintain the visual and physical integrity of City parks and grounds. • Assist other City Departments as required and /or requested. The Parks Division is responsible for the following functions: • Implementing an effective turf and grounds management. • Repairing and maintain park buildings, structures and hardscapes. • Promptly responding to citizen requests. • Creating and maintaining winter recreational opportunities, assisting with snow removal. • Providing logistical and physical support to special events. • Supporting departmental recreational programs. • Constructing and installing new park features and amenities. PERFORMANCE INDICATORS I 2007 2008 2009 2010 Description ctual ! Actual Estimate Target % of citizens who rate park facilities as good or 94% 94% 95% 95% excellent (biennial survey) % of pavilion /shelter users rating service and cleanliness as good or excellent (follow -up mail 96% 95% 96% 96% surveys) Games canceled on City fields due to nonweather 2 2 < 3 < 3 related conditions Outdoor hockey rinks with skatable ice 15 15 15 15 Acres mowed regularly by Parks staff 517 495 475 475 Adult team overall ave. ratings of league softball 4.0 4 4 4 sites (0-5 year end Mgr survey) Playground Replacement or Upgrades 3 3 5 2 Irrigation Systems maintained year round 23 25 25 26 90 4 City of Eava 2010 Proposed Budget Operating Budget Parks & Recreation —Parks Division (31) Responsible Manager: Juli Johnson, Director of Parks & Recreation HIGHLIGHTS & CHANGES Expenditure by Category Overview: The proposed Parks Division budget is Personal parts and up $109,100, or 5.8% over the revised 2009 budget. Services 66% Supplies 18% 2009 MID -YEAR BUDGET ADJUSTMENTS: Services Fuel ($35,300), excavator ($4,800), boundary Capital and Other surveys ($3,000), fertilizer ($5,000), sentence -to- Outlay Charges serve ($6,000) 1% 15% 2010 HIGHLIGHTS: Highlight/Change 1: Personal services costs are up due to contractual obligations and higher health insurance contributions. Financial Impact: Increase of 49,700 over the adjusted 2009 budget Service Level Impact: None Highlight/Change 2: Fuel costs are higher than the adjusted 2009 budget Financial Impact: Increase of $21,700 over the adjusted 2009 budget Service Level Impact: None EXPENDITURE SUMMARY Amended Proposed ... Actual Actual ..._ .. _. Budget Budget mm 'Expenditure 2007 2008 < 2009 2010 Personal Services $ 1,254,519 Parts and Supplies ___.. 303,208 $ 1 $ 1 $ 1 305 0 0 F 321 800 355,600 Services and Other Charges 259 945 ; 270,144 i 273,800 i 293 900 Capital Outlay 23,170 i 24,091 18,900 24,400 ;Total i $ 1,840,842 $ 1,889,119 $ 1,892,100 $ 2,001,200 91 4 0' City of E: 1 4 . 2010 Proposed Budget Operating Budget Parks & Recreation—Parks Division (31 ) Responsible Manager: Juli Johnson, Director of Parks & Recreation POSITION INVENTORY , Personnel ! : 2007 ' 2008 F T 2009 : 1 2010 i Hours Director of Parks and Recreation I : 0.5 , 1 0.5 : 0 1 ' 0 I - Parks Superintendent 0.85 ' 0 85 , 1 • 0.85 t 0.85 - .. , , Park Maintenance Supervisor 1 1 : 1 , 1 1 I 2060 I t _ Park Operations Supervisor 1 1 -i , ,-,- 1 2,080 1 I Park Maintenance Workers 9.4 9.4 ? i 9.4 - 1 - 9.4 I 19,552 Total , 12.75 , 12.75 1 ' 12.25 ! 12.25 . 25,480 2010 WORK PLAN , ...„. Activity Routine 1 1 Maintain City park grounds, turf and irrigation systems - 2 Maintain City park buildings, facilities, amenities and infrastructure I 3 Install new park features 4 Mow boulevards and turf at all City buildings 5 Prepare athletic fields for community and league use 6 Provide support for special events and scheduled use of facilities : 7 De p and ma n winter recreational velond intaiintctional sites , . „.. 8 Provide support to other departments and divisions 9 Prepare and monitor divisional budget and CIP 10 Administration and supervision 11 Provide input and logistical support to the APrC 12 Implement CIP initiatives 13 Implement master planning process/recommendations, 20/20 & PE 92 City of Cal j i 2010 Proposed Budget Operating Budget P 9 P 9 9 Parks & Recreation -Parks Division (31) Responsible Manager: Juli Johnson, Director of Parks & Recreation LINE ITEM DETAIL 3 Adjusted ' Proposed `. Actual € Actual Budget Budget Acct ; PERSONAL SERVICES 2007 , 1 2008 t 2009 1 2010 61101 SALARIES AND WAGES - REGULAR , $ 686,254 729,801 $ 739,900 I $ 757,600 6112 OVERTIME- REGULAR 39,795 ` I 29,851 ? 24,500 I 24,500 61301 SALARIES AND WAGES - TEMPORARY 1 258,846 : 252,817 1 j 234,100 ' 242,000 61311 OVERTIME- TEMPORARY ; 5,394 2 ; 5,000 ; 5,000 6142 PERA-COORDINATED 51 751 56 076 51 900 i 55 100 6144 F ICA 74,411 411 I 74 400 76,800 I 78,700 6151 i HEALTH INSURANCE 107 065 € I 110,936 119 5001 137 300 6152 LIFE INSURANCE 1,406 1,514 .. - 6154, DISABILITY -LONG TERM 2 , 2,680 ; r - . 6155, WORKERS COMPENSATION 27,020 ; 28,855 25,900 } , 27,100 PERSONAL SERVICES 1 1,254,519 1 1,289,854 i 1,277,600 1,327,300 PARTS & SUPPLIES 6210 OFFICE SUPPLIES i 228 1 64 500 ? 500 3 _. 6215 REFERENCE MATERIALS 62 200 1 1 200 62201 OPERATING SUPPLIES GENERAL 1 , 13,154 12,133 13 500 3 14,000 1 6222' MEDICAURESCUE /SAFETY SUPPLIES 1,599 1 1 2,605 1 1 2,400 ; ; 3,000 6223 BUILDING /CLEANING SUPPLIES 12,806 11,786 12 800 ; 13 000 62244 CLOTHING /PERSONAL EQUIPMENT 1,668 1 1 1,641 ' 1 5,700 ? 1 5 900 ".: 6227 RECREATION EQUIPMENT /SUPPLIES 10 273 1 F _ 6231i MOBILE EQUIP REPAIR PARTS 47,436 I 39,128 ' 47,000 : 47,000 6233! BUILDING REPAIR SUPPLIES 9,187 d 13,504 13,000 15,000 ? 6234 FIELD /OTHER EQUIPMENT REPAIR 14,550 , 9,670 ; ' 15,000 3 I 16,000; 6235 FUEL, LUBRICANTS ADDITIVES 72,207 90625 3 59,500 = ` 81,200 6239 PARK FACILITY REPAIR PARTS 2,266 , 5,415: 3 000 4 000 6240' SMALL TOOLS 1,75 2,484 ? 2,600 ; ; 2,800 6243 HEATING OIUPROPANE /OTHER FUEL 1 7 , 330 12,036 1 1 10,000 1 1 13,000 62511 ATHLETIC FIELD SUPPLIES 2 5 740 1 16,368 1 1 27,100 I , 29 500 6 252 PARKS & PLAY AREA SUPPLIES 25, 270 t 15,085 I ; 25,000: ° 26,000 6253 TUR M TN & LANDSCAPE SUPPLIES 64,392. 70,089 ' 1 79,500 1 1 79,500 6257:_ SIGNS & STRIPING MATERIAL 3,544 ; _ 2,124 ' _ 5,000 3 1 5,000 PARTS & SUPPLIES ? 303,208 .. 305,030. 321,800 355,600 SERVICES & OTHER CHARGES 63101 PROFESSIONAL SERVICES - GENERAL 3,190 1 1 564 - 4 \ 63471 TELEPHONE SERVICE & LINE CHG 8,653 7,662 10,000? 10,000 6351 PAGER SERVICE FEES - 700 700 6353 PERSONAL AUTO /PARKING 8 - 400 , ; 400 6354 CAR WASHES _ , - 100: , 100 63551 CELLULAR TELEPHONE SERVICE - ; 3,000 1 i 4,000 6385 INSURANCE 86,500 1 1 90,600 90 600 86 900 6405; ELECTRICITY 60,091 65,74 68 000 76,200 6410 NATURAL GAS SERVICE 6,878 , 7,877 ; ; 9,400 1 , 11,000 6425 MOBILE EQUIPMENT REPAIR LABOR . -_ , , 9,668 10,775 ; 10,000 ; 000 11, 64261 SMALL EQUIPMENT REPAIR -LABOR 260 133 500 , 1 500 . 64271. BLDG OPERATIONS /REPAIR LABOR 9,358 8,135 10,400 11,400 6428 FIELD /OTHER EQUIP REPAIR -LABOR 5,344. 8,714 7,000 8 000 6431 PARK FACILITY REPAIR -LABOR 4,705 13,763 , 5,200 6,500 93 City of Eav i 2010 Proposed Budget Operating Budget Parks & Recreation -Parks Division (31) Responsible Manager: Juli Johnson, Director of Parks & Recreation LINE ITEM DETAIL Adjusted 1 i Proposed Ac I Actual Budget 1 ? Budget Acct 1 SERVICES & OTHER CHARGES CONT'D 1 2007 i 2008 1 ,, 2009 2010 6457 MACHINERY AND EQUIPMENT 6,548 i 4,979: 5,500 3 5,500 ' 6476 CONFERENCES AND SCHOOLS 1583 1 1,884 : 2,800 2,400 ! 6477 LOCAL MEETING EXPENSES 110 6479' DUES AND SUBSCRIPTIONS i 175 , 154 ; 300 300 6480 LICENSES, PERMITS AND TAXES 332 1,020 3 ' 200 600 6535' OTHER CONTRACTUAL SERVICES 6,073 6,240 : 8,200 8,000 6537 JANITORIAL SERVICE 5,866 ; 4,471 , 7 000 7 000 6539' WASTE REMOVAUSANITATION SERV 6,392 , ! 10,013 17,300 _ 17,000 =, ? 6561 TEMPORARY HELP - LABOR/CLERICAL 20,450 ' 21,268 ' 10,800 I ; 17,000 6565 SEAL COATING- STREETS/TRAILS 17,761 6,150. 6,400 9,400 SERVICES & OTHER CHARGES I 259,945 1 270,144 ° 273,800 293,900 CAPITAL OUTLAY 6620 BUILDINGS 9,907 ; 9,540 = -8,i00 ' I 8,000 6630 OTHER IMPROVEMENTS - 8,861 8,500 11,300', 6660 OFFICE FURNISHINGS/EQUIPMENT : 898 1 2 100 6670 OTHER EQUIPMENT 12,365 3,809 I 1,700 3,000 CAPITAL OUTLAY 23,170 I ? 24,091 } ? 18,900 I 24,400 I ;TOTAL PARKS & RECREATION - PARKS $ 1,840,842 1 $ 1,889,119 $ 1,892,100 ' $ 2,001,200 5.77% 94 *City of EaRall 2010 Proposed Budget Operating Budget This page left intentionally blank 95 4 1/b " city of 1JIl 2010 Proposed Budget Operating Budget • Parks & Recreation — Tree Conservation (32) Responsible Manager: Juli Johnson, Director of Parks & Recreation PURPOSE & DESCRIPTION The purpose of the Tree Conservation Department Expenditures as a % of General Fund is to: Tree • Maintain existing trees and landscaping in j_'' 9 P 9 � � Conservati parks, public facilities, and boulevards. on • Install new trees and landscaping in parks, " 1 public facilities, and boulevards. • Review and manage tree preservation per the City Tree Preservation Ordinance. The Tree Conservation Department is responsible for the following functions: • Conduct the City shade tree disease program. • Conduct the annual City- sponsored Arbor Day program. • Conduct the biennial public tree sale. PERFORMANCE INDICATORS 2007 I 2008 2009 2010 Description Actual Actual Estimate Target 655 665 680 685 Landscape beds maintained % of private oak wilt sites that perform o 85% o 90% recommended /needed management activities 80 /0 85 /0 90 /o Buckthorn pickups 110 165 110 170 Square miles of boulevard streets to manage tree N/A 164 164 165 architecture * *Converted to linear miles for 2008 96 • City f Eta 2010 Proposed Budget Operating Bud �� P 9 P 9 et 9 Parks & Recreation —Tree Conservation (32) Responsible Manager: Juli Johnson, Director of Parks & Recreation HIGHLIGHTS & CHANGES Expenditure by Category Overview: T he proposed budget is up $1,200, or Personal P P 9 P Services 0.3 %. Increases in personal services due to steps 73.5% Parts and and higher health insurance are offset by a Supplies reduction in merchandise (trees) for resale due to Merch.for 9.9% the biennial tree sale, which occurs in odd years. Resale 2009 MID -YEAR BUDGET ADJUSTMENTS: 1.0% Services Fuel ($5,000), plant material ($5,000), oak wilt cost Capital and Other share ($2,000) Outlay Charges 8.4% 7.2% 2010 HIGHLIGHTS: Highlight/Change 1: The proposed budget includes funds to cover costs related to the anticipated infestation of the Emerald Ash Borer (EAB). Funds are for treatment or removal of trees within the City's parks only. An assistance program similar to oak wilt is not being proposed at this time, but will become a policy question in the near future. Financial impact: $14,200 total increase: $2,000 for chemical insecticides, $3,000 for stump grinding, $4,500 for contractual insecticide treatment services, and $5,000 for contractual tree removal Service level impact: Whether a significant EAB infestation occurs next year or later is unknown, but City staff is attempting to protect as many trees in priority parks areas as practical in the event it occurs next year. EXPENDITURE SUMMARY Adjusted 3 Pro osed Actual Actual f Budget i Budget Expenditure 2007 , i 2008 2009 2010 Personal Seances $ 334,641 $ 330 340 $ 348 600 1 $ 358,500 Parts and Supplies ? 39,973 42 136 46,600 48,100 50 Services and Other Charges 50,837 31,388 36,300 , 34,900 i Capital Outlay 42,890 47,398 39,300 41,000 Merchandise for Resale 21,317. 6,198 15,500 5,000 Total $ 489,658 $ 457,460 $ 486,300 $ 487,500 97 ' City Of Eal . 1 2010 Proposed Budget Operating Budget Parks & Recreation —Tree Conservation (32) Responsible Manager: Juli Johnson, Director of Parks & Recreation POSITION INVENTORY Personnel ° 2007 = 2009 2010 Hours Supervisor of Forestry 1 ? 1 1 1 2,080 Parks Superintendent 0 15 0.15 F 0.15 ! 0.15 1 312 Park Maintenance Worker 1 1 < 1 1 1 1 2 080 Forester /Maintenance i 0.6 0.6 i i 0.6 0.6 i 1,248 Total i 2.75 2.75 2.75 275 5,720 2010 WORK PLAN Activity Routine 1 Administrative and supervisory responsibilities 2 Maintenance of trees in city parks, public facilities and boulevards 3 Maintenance of landscape plants in city parks, public facilities, and boulevards 4 Insect and plant disease monitoring and treatment activities 5 Provide support to other departments and divisions 6 Implement invasive plant management activities 7 Plan for and implement public tree sale 8 Participate in development of Eagan master plan 98 CitjofEal 1 2010 Proposed Budget Operating Budget P 9 P 9 9 Parks & Recreation - Tree Conservation (32) Responsible Manager: Juli Johnson, Director of Parks & Recreation LINE ITEM DETAIL Adjusted Proposed Actual Actual Budget Budget 1 Acct I PERSONAL SERVICES 2007 2008 ._ _ i 2009 2010 6110 S ALARIES AND WAGES - REGULAR :. $ 171,559 ' 179,584` $ 180,700 $ 183,600 6112 OVERTIME-REGULAR _ 4 824 1,850 , µ ? 2,0001 2,000 61301 SALARIES AND WAGES - TEMPORARY 89,834 80,995 93,400 96,000 i 6131 OVERTIME- TEMPORARY 365 55 ; 2,000 1,000 6142. PERA-COORDINATED 13,764 ? 12,465 12,500 13 6144 F ICA 19,906 19,427 21,300 300 21 60 61511 HEALTH INSURANCE 25,646 27,006 27,5007 31 600 61521 LIFE INSURANCE 330 ; 355 ; , - ', - 61541 DISABILITY LONG TERM 617 644 61551 WORKERS COMPENSATION 7,796 r 1 7,959 ' 1 9,200 ; 9,600 PERSONAL SERVICES 334,641 330,340 i i 348,600 ; 358,500 , PARTS & SUPPLIES j 6210 OF SUPPLIES 180 922 , 5 00 I 500 6215: REFERENCE MATERIALS 45 - 100 100 1 62201 6222' MEDICAURESCUE/ /SAFETY SUPPLIES 4,355 450 ' 1, 84 6,000 �0 6,000 800 800 62241 CLOTHING /PERSONAL EQUIPMENT 1,469 1,468 1,600 1,700 6230' REPAIR/MAINTENANCE SUPP -GENL - 200 200 '; 62311 MOBILE EQUIP REPAIR PARTS 3,725 2 3,000 3,000 6235: FUEL, LUBRICANTS, ADDITIVES 10,274 11,619 8,400 1 '. 10,800 6240: SMALL TOOLS 2,461 , 1,250 3000 , 3 ,000 6244: CHEMICALS & CHEMICAL PRODUCTS 5,829 , 7,688 13 1 000 13,000 62501 LANDSCAPE MATERIAL & SUPPLIES 11,185 ; 11,280 ; 10,000 9,000 PARTS & SUPPLIES 39,973 , 42 46,600 48,100 SERVICES & OTHER CHARGES 6310 PROFESSIONAL SERVICES GENERAL 1 4,004 2,088 1 3,000 I i J 600 6346 POSTAGE - ` 1001 100 6351 PAGER SERVICE FEES 88 1 52 100 1 ! 100 63531 PERSONAL AUTO /PARKING I 50 I 25 100: 100 6 CELLULAR it LEPHONE SERVICE 560 =, 1,200 1 600 1,600 1 63701 6385 INSURANCE INTING AND BINDING 3,100 3,300 3,300 3,000 6425 MOBILE EQUIPMENT REPAIR LABOR 571 1 939 800 800 6457 MACHINERY AND EQUIPMENT 3,621 , 1,288 3 000 3,000 6475 MISCELLANEOUS 12 100 100 1 �u AN �3vu 6476 CONFERENCES D SCHOOLS 876 1,039 1,600 t E 1,000 6477i LOCAL MEETING EXPENSES 41 r 80 : 100 100 F 6479 DUES AND SUBSCRIPTIONS 249 1 254 i 200 i i 200 6575. INTERNAL EXPENSES (NTERFUND)SES 842 192! __ 6535 OTHER CONTRACTUAL SERVICES 34 19,355 18,500 e 15 6545 TREE REMOVAL 1,597 1,531 3,000 I 5,000 65691 MAINTENANCE CONTRACTS - 400 € 400 SERVICES & OTHER CHARGES 50,837 1 31,388 36,300 ; 34,900 E 99 *City of Cal i 2010 Proposed Budget Operating Budget Parks & Recreation — Tree Conservation (32) Responsible Manager: Juli Johnson, Director of Parks & Recreation LINE ITEM DETAIL (CONT'D) 1. g .._ Adjusted Proposed I Actual Actual Budget 4 Budget Acct CAPITAL OUTLAY 2007 ! 2008 2009 2010 6630 OTHER IMPROVEMENTS $ 37,028 $ 39,090 $ 35000 $ 36,800 6670 OTHER EQUIPMENT 5,862 1 . 8,308 ' , 4,300 4,200 I CAPITAL OUTLAY 42,890 47 398 1 39,300 41 000 MERCHANDISE FOR RESALE i 6855 MERCHANDISE FOR RESALE 13,223 € 40 I 10,000 6860. COST SHARING - OAK WILT 8,094 6,158 5,500 5,000 MERCHANDISE FOR RESALE 21,317: 6,198. 15,500 p 5,000 I TOTAL TREE CONSERVATION $ 489,658 ; $ 457,460 ; $ 486,300 ; $ 487,500 0.25% 100 City of Ea 2010 Proposed Budget Operating Bud � P 9 P 9 et 9 This page left intentionally blank 101 City ofEap 2010 Proposed Budget Operating Budget Government Buildings (33) Responsible Manager: Mike Sipper, Maintenance Engineer and Paul Graham, Parks Operations Supervisor PURPOSE & DESCRIPTION The purpose of the Government Buildings Expenditures as a % of General Fund Department is to: Building • Provide for the general maintenance, Mainenanc repair and operation of the municipal - e center, police department, fire 2.3% administration building and municipal maintenance facility. • Provide a safe and clean working environment for staff and visitors. • Act as a building maintenance resource for other City facilities. The Government Buildings Department is responsible for the following functions: • Maintain mechanical and operating systems in five municipal buildings. • Maintain life safety and building equipment under vendor contracts including generators and fire systems. • Manage vendor contracts for elevator, janitorial and waste hauler services. • Monitor building cleaning by the contracted janitorial service, which includes interior office spaces, meet- ing rooms, kitchens, bathrooms and open areas and supervise specialized services such as window cleaning, carpet cleaning, or tile maintenance. • Coordinate tenant support, security and property maintenance for buildings and property purchased by the City for redevelopment. PERFORMANCE INDICATORS 2007 2008 2009 2010 Description Actual Actual Estimate Target Square footage of buildings maintained 200,000 200,000 200,500 200,500 Buildings controlled by Energy Management 2 2 2 2 System Maintenance contracts monitored 7 E 8 7 8 Light bulbs used per year for recycling N/A 702 693 695 Hours backup generator runs (per MPCA) 90 102 90 100 Paper work order requests 50 100 20 0 E -mail work order requests N/A 458 600 600 102 City of Flay 2010 Proposed Budget Operating Budget P 9 P 9 9 Government Buildings (33) Responsible Managers: Mike Sipper, Maintenance Engineer and Paul Graham, Parks Operations Supervisor HIGHLIGHTS & CHANGES Expenditure by Category Overview: The proposed Government Buildings Services budget is up $12,100, or 1.9% from the adjusted and Other 2009 budget. An increase in temporary custodial Charges Capital help is offset by a reduction in contractual custodial 66% Outlay service. 0% The primary changes pertain to the reorganization Parts and Personal of this division under the umbrella of Parks and Supplies Services Recreation. The reorganization eliminated the 11% 23% building maintenance supervisor position and one part-time maintenance worker and consolidated into two custodial positions; a net reduction of 1.0 FTE. The supervision of the positions and care of the buildings interiors falls to the ECC Building Engineer and the care and planning for building infrastructure falls to the Parks Operations Supervisor. 2010 will continue to be a learning year to manage the changes from the reorganization. The plan is to move toward more negotiation /consolidation of services and providers and develop a more strategic approach to the long term care of government buildings. 2009 MID - YEAR BUDGET ADJUSTMENTS: Elimination of the Building Maintenance Supervisor position ($78,800), fuel ($1,000) 2010 HIGHLIGHTS: Highlight/Change 1: Janitorial service contracts have decreased by $25,500 but are offset with seasonal part - time custodial staff. Government Buildings custodial staff will be supplemented with seasonal /part-time to provide more extensive cleaning in city buildings. Financial Impact: Neutral Service Level Impact: Decreasing janitorial contracts and using seasonal staff for many functions will provide the opportunity for better oversight and cost control. For larger cleaning needs the expertise of existing full -time custodial staff at ECC can be mobilized for efficiency. EXPENDITURE SUMMARY Adjusted ropose P d Actual Actual Budget J Budget Expenditure 2007 2008 2009 2010 Personal Services $ 181,862 $ 199,502 I $ 121,800 $ 149,500 Parts and Supplies 63,829 76,341 1 74,700 69,300 Services and Other Charges 403 076 426 289 423,100 - 418,400 Capital Outlay - 5,500 Total $ 648,767 ' $ 702,132 $ 625,100 $ 637,200 103 City of EP' 1 2010 Proposed Budget Operating Budget Government Buildings (33) Responsible Managers: Mike Sipper, Maintenance Engineer and Paul Graham, Parks Operations Supervisor POSITION INVENTORY Personnel 1 2007 2008 ; 2009 f 2010 Hours Building Maintenance Supervisor 1 1 ' a 0 ; 0 i - Building Maintenance Workers z 2 2 2 ; t 2 4,160 Total ? ; 3 3 2 2 4,160 2010 WORK PLAN Activity Routine 1 Building maintenance and management of HVAC systems, building rounds 2 Recycling setting up and tear down of rooms snow removal, cleaning carpets and rooms 3 Vendor relations involving contracts, repairs and code reinforcement 104 Of Eat 2010 Proposed Budget Operating Budget P 9 P 9 9 Government Buildings (33) Responsible Managers: Mike Sipper, Maintenance Engineer and Paul Graham, Parks Operations Supervisor LINE ITEM DETAIL Adjusted I Proposed 1 E Actual Actual Budget 1 1 Budget Acct PERSONAL SERVICES 2007 2008 , 2009 1 1 2010 6110;, SALARIES AND WAGES - REGULAR $ 133,315 $ 145,435 ? $ 81,400 $ 88,600 6112 OVERTIME - REGULAR 5,863 5,826 t 11,300: 500I 6130: SALARIES AND WAGES - TEMPORARY - - - ; ' 25,200 6142 PERA - COORDINATED 9,061 1 9,664 6,300 8,000 6144: FICA 10,755 I 1 10,772 1 7,100 1 1 8,700 6151: HEALTH INSURANCE 16,535 - 20,732 ; ' 11,100 = 12,700 6152. LIFE INSURANCE - 275 243 ; � 6154 DISABILITY - LONG TERM € 436 448 6155 WORKERS COMPENSATION ' 5,622 6,382: 4,600 t 1 5,800 PERSONAL SERVICES 181,862 , 199,502 121,800 , 149,500 i PARTS & SUPPLIES - 6210 OFFICE SUPPLIES 58 544 1 100: i 100 OFFICE SMALL E - ' 207 - 6220 6212? OPERATING S UPPLIE S - EQUIPM AL 69 ' 2 00 1,500 6222. MEDICAL/RESCUE /SAFETY SUPPLIES 1,983 1 i 1,440 ; 1 1,300 = ` 1,000 62231 BUILDING /CLEANING SUPPLIES 18,453 21,678 ; 22,000 19,000 6224 CLOTHING /PERSONAL EQUIPMENT 722 873 1 1, 000 500 6230` REPAIR/MAINTENANCE SUPP GENE 1 90 1 i 140 1,000 5 1 1,000 6231 MOBILE EQUIP REPAIR PARTS 822 641: 1 300 200 6232 SMALL EQUIPMENT REPAIR PARTS 100 - 6233 BUILDING REPAIR SUPPLIES 25,670 1 1 26,147 t 19,500 17,600 6235 FUEL, LUBRICANTS, ADDITIVES 2,041 2,413 2 000 , 1,500 6240; SMALL TOOLS I L 200 400 6241: SHOP SUPPLIES - _ - Y 500 ! 6243: HEATING 6244; CHEMICALS/CHEMICAL-Oki-DUCTS FUEL 13,921 22,259 ; 27,000 1 2 2. 00 5 PARTS &SUPPLIES 63,829 76,341 74,700 69 300 SERVICES & OTHER CHARGES 6347 TELEPHONE SERVICE (BACKUP GENERATOR) 900 I 1 779 1 , 700 I i 800 .. _ 63511 PAGER SERVICE VICE FEES 234 297 , ' 300 200 6353' PERSONAL AUTO /PARKING - 100 100 1 6385 INSURANCE 9,100 1 1 8,800 1 8,800 b 10,100 6405. ELECTRICITY 110,355 1 i 124,691 136,000 I , 136,000 6410` NATURAL GAS SERVICE 62 662 72,960 t 68,000 80,000 6426° SMALL EQUIPMENT REPAIR -LABOR - 68 : 100 < - 6427 BLDG OPERATIONS /REPAIR -LABOR 70,648 72,169 = 61 500 I . - 6476 CONFERENCES AND SCHOOLS , - 1 1 100 6477 LOCAL MEETING EXPENSES - : 100 ? 100 I. 64801 LICENSES, PERMITS AND TAXES 236 1 1 319 1 500 500 65361 OTHER CONTRACTUAL - , s ; 70,000 =' 6537; JANITORIAL SERVICE 110,415 116,592 ` 114,500 89,000 6539 WASTE REMOV AL/ SERV ; 2,825 , 2,535 j 3,600 I ; 3, 600 6569 MAINTENANCE CONTRACTS 35,701 27,080 3 28 800 a. 28,000 SERVICES &OTHER CHARGES 403,076 1 I 426,289 _ 423,100 418,400 CAPITAL OUTLAY 6620` BUILDINGS 5,500 CAPITAL OUTLAY - 1 t - 5,500 - { TOTAL GOVERNMENT BUILDINGS h $ 648,767 1 h $ 702,132 1 h $ 625,100 $ 637,200 I h h 1 1.94% 105