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06/15/1993 - City Council Special SPECIAL CITY COUNCIL MEETING JUNE 15 1993 5:00 P.M. OF I. ROLL CALL AND ADOPTIO N O AGENDA II. RECREATION FACILITY PROJECT III. ACTIVITY BASED COSTING IV. OTHER BUSINESS MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: JUNE 10, 1993 SUBJECT: SPECIAL CITY COUNCIL MEETING JUNE 15, 1993 A special City Council meeting is scheduled for Tuesday, June 15, 1993 at 5:00 p.m., and continuing after the regular City Council meeting, if time permits, that same evening. Items for discussion consist of: 1) Direction regarding the recreation facility project and 2) activity based costing. RECREATION FACILITY PROJECT At a special City Council meeting held Tuesday, June 1, 1993, an update on the recreation facility project was given by the Director of Parks and Recreation relative to drawings prepared by the cost estimator. Patrick Dill, Chairperson of the fund raising committee,was also present and gave an update on their organizational efforts during the past month. It was agreed that the City Council would meet with representatives of the Fund Raising Committee in a work session on June 15, and address various policy issues so the committee can proceed with its fund raising objectives. Enclosed on page 3 is a copy of a letter from Patrick Dill that raises questions requiring direction by the City Council to the Eagan Civic Arena Fund Raising Committee in order for that group to proceed ahead with fund raising objectives. The Director of Parks and Recreation is coordinating a response to each of the six (6) items and the following is a brief response: 1. It should be noted that the drawings are not a final design. The City has hired a firm to do a cost estimate; not an architectural design. 2. A letter will be drafted for the Mayor's signature stating the amount of dollars to be allocated by the City if a community match is secured by December, 1994. 3. An artist's rendition was not considered as a part of the work effort with p ort t the estimate. According to the Director of Parks and Recreation, a rendering could cost several thousand dollars. The drawings that are being prepared by the cost estimator will have a floor P lan. 4. The Director of Parks and Recreation has provided a mission statement for the civic arena to the committee and as a part of the Mayor's letter, an attachment will be provided that includes the detailed mission statement as developed by the City Council as a result of the March 2, 1993 action. • 5. The question Mr. Dill raises in his letter regarding a possible request by financial donors for recognition on locker room signage requires further direction by the City Council. The City Attorney will be present to provide some input on this item. 6. According to the City Attorney's office, there is a process for receiving donations so that the term "not irrevocable" will not be a problem. ACTIVITY BASED COSTING As a result of the City Council desiring more information about right-sizing and the actual cost of service delivery, a study was undertaken to provide this information. Mr. Ken Damlo, special consultant to the City, has een working with individual departments to coordinate the study. Enclosed on pages through is a copy of the report which should help to address the public policy issues regarding budgeting and the delivery of services to the public. OTHER BUSINESS There is no Other Business at this time. /S/ Tom Hedges _ City Administrator gs rrANPatrick M. Dill Member•tiew Vork Stock Exchange Associate Vice President/Investment Officer = 101 East rF Fifth Stre iet St.Paul, MN 55101-1859 II 612-228-6931 To Free• 1-800-765-3246 Fax:612-228-6925 4t Rww 7 1 Ju June 4, 1993 Tom Hedges Eagan Municipal Center Pilot Knob Road • Eagan. MN Dear Tom. I am writing regarding our discussion Tuesday night at the city. Below is the list of things the Eagan Civic Arena Fundraising Committee needs before we can go ahead with our plans. I) The city should decide on a final design and cost estimate for the arena. 2) In writing, we need a letter stating the amount of money needed privately in conjunction with city money to begin construction. 3) We need an artist's rendition of how the project will look. 4) We need a mission statement for the civic arena; i.e. how it will be used and by whom. 5) We need to discuss what flexibility we have in offering recognition on locker rooms, signage, exclusive soft-drink rights, etc. • 6) Finally, we need an account set-up with city attorneys help to accept donations which are not irrevocable. I hope this information helps and I _forward to seeing you on June 15th. Sinop rely,----- v Patrick M. Pill 4 M M4" a + t. MEMO city of eagan TO: HONORABLE MAYOR & CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: JUNE 7, 1993 SUBJECT: ACTIVITY-BASED COSTING (RIGHTSIZING) During January/February, City Councilmembers expressed a desire for the City Administrator to prepare data on how revenues and expenditures impact local government service delivery. Financial pressures are forcing many local governments, including the City of Eagan, to take a closer look at the full cost of delivering services. Establishing the cost of services helps City Councilmembers allocate available resources fairly and provides justification for revenue increases when they are deemed to be necessary. While such a study may have a multi-purpose focus, the primary objective of the study conducted for the City of Eagan was to identify the service activities provided by the City, along with the full cost associated with each service program. This approach is referred to as activity based costing. The information presented here is the result of data collected from all City departments, and coordinated by Mr. Ken Damlo, acting as a special consultant to the City on this project. Each department was asked to categorize the activities it performs into service programs (usually 3-5 per department), and to apportion the department's 1993 budget amount associated with each service program. The result of this effort was the identification of 45 service programs which encompass the activities performed by the City of Eagan. These service programs are then classified as being "Direct" or "Support." Th se service programs along with the direct or support designation, are listed on page . The Direct, or Core Service Programs, are defined as having as their primary customer individuals or groups from outside the City organization, whereas the Support Service Programs have as their primary customer other activity areas within the City organization. Using the example of Administration (Dept. 02), six service programs were identified for this department: Information/ Communication, Special Issue Coordination, and Recycling/Solid Waste Abatement are considered Direct service programs, while Policy Implementation, Inter-governmental Relations, and Personnel Management are classified as Support service programs. ACTIVITY BASED COSTING JUNE 7, 1993 • PAGE 2 The Eagan study w s completed while maintaining the overall departmental organizational structure. Pages throught),_show the allocation of the 1993 operation budgets for both the general and utility fund into the direct or core service programs, an interdepart- mental program and the support programs. The total of$14,823,600 excludes amounts in those budgets for capital outlay, contingency, construction, debt service, and inter-fund transfers. Also excluded is the MWCC sanitary sewer disposal charge amount. The concept of activity based costing then takes this information through the additional steps of allocation of the interdepartmental amounts to direct and support services as shown on page la. Support service program amounts are then allocated to the direct service programs. For example, the cost of providing snow removal (part of the operational maintenance program within the Street Department) is greater than the specific amount listed within the Street Department operating budget. Other expenses, such as equipment repair from Central Services, payroll and accounts payable from Finance, and computer applications and support from Data Processing, are all additional costs that proportionally can be considered part of the true cost of the service of snow removal. Enclosed on page is an exhibit showing the bottom line cost for each direct service program as identified in the study. Enclosed on pages 14 through SO Oare copies of the descriptions for each service program identified and used in the study. These descriptions define the department, whether the service is direct or support, the program objective, primary customers and program activity areas. Also enclosed on pages ahrough id is a copy of a March 30 memorandum the City Administrator sent to each Department Head outlining the purpose and expected results of the ABC/Rightsizing study. As the March 30 memo will reference, this information/ exercise is a step beyond the RAMP exercise that was jointly conducted by the City Council and management team at the 1992 retreat. The study as undertaken was subject to a number of limitations or parameters which should be considered as one attempts to formulate conclusions. Among these parameters are the following: 1. In an effort to keep from being bogged down in detail, the service programs are very broad or general in nature. It would be relatively simple to generate a list of 200-300 service programs across all City departments, however the task of allocating costs would be very difficult to complete. 2. Historical and current resources do not allow for an accounting/recording system that readily lends itself to detailed activity costing. c ACTIVITY BASED COSTING JUNE 7, 1993 PAGE 3 3. The allocation process is very subjective. Cost accountants continually argue about correct allocation methods and seldom come to definitive conclusions. Consequently, best guess estimates were used based on the thought that payroll constitutes approximately 73% of the total budget and a fairly straight forward allocation of payroll should be possible. 4. The current departmental structure with budgetary and operational control at the department level does not lend itself very well to detailed activity based costing due to the tremendous inter-relationship of activities. 5. Realistically, it is very difficult to define service programs as direct or support. Most service programs have an element of both. For example, although utility billing appears to be a direct activity, it could also be considered a support service for water supply and distribution. 6. With the study being based on budget information for 1993, there are a number of costs that did not get factored into the final costs of direct service programs as reported. These costs would include: a) Infrastructure such as buildings, including City Hall, Maintenance Facilities, Fire Stations, etc. b) Development costs for City infrastructure. c) Major capital outlay purchases not paid for through current operating budgets. d) Depreciation on previously purchased capital. e) Interest costs on time payments for facilities, equipment, etc. 7. An analysis of revenue was not under-taken as part of this study. The revenue necessary to meet these program costs come from various sources, including property taxes, utility service charges, and other fees and charges. The study does not attempt to match a program total to a specific revenue source. 8. It is not the intent to draw conclusions as to the relative importance of a particular program solely on the basis of its cost. That is to say, a program with a cost of a few thousand dollars is not seen as being less essential that a program with a larger total cost. ACTIVITY BASED COSTING JUNE 7, 1993 PAGE 4 Conclusions While the study has met the basic objectives as previously determined, the reader can easily conclude that in order to generate more detail and more information, a great deal more resources would be required both in the short and long term. Information as presented will provide the City Council with additional cost data and will help prioritize services and reallocate resources in a cost effective way based upon community needs. The activity based costing exercise is another step toward strategic thinking about the future of our community. In order to truly develop our City as a dynamic community that provides for a higher quality of life, it is imperative that city government relate to the larger realities of the community. Certainly, the City must continue to strive for excellence in governmental service delivery, but if the City is to impact the total development of the community, it must step into areas avoided to date or unrecognized as responsibilities. The City does not have the total capabilities to resolve all issues, but it does have a responsibility to advocate governmental progress on all levels on behalf of the community. As we further examine each and every service delivery and allocate financial resources to community needs, public credibility will be enhanced and the dialogue between the citizens and city government will be even stronger. City Admi istratoe" cc: All Department Heads Ken Damlo, Special Consultant to the City Attachments • TLH/vmd • 1 CITY OF EAGAN SERVICE PROGRAMS DEPT TITLE TYPE 02 Information/Communication Direct 02 Special Issue Coordination Direct 02 Recycling/Solid Waste Abatement Direct 05 Financial Services - External Direct 05 Finance/City Clerk - External Direct 07 Planning Direct 07 Protective Inspection Direct 07 Zoning Code Enforcement Direct 11 Animal Control Direct 11 Emergency Preparedness Direct 11 Patrol Direct 11 Investigation Direct 11 Public Safety Dispatch Direct 12 Fire Suppression/Emergency Response Direct 12 Fire Prevention/Investigation Direct 21 Public Assistance - Engineering Direct 22 Operational Maintenance Direct 22 Roadside Maintenance Direct 22 Structural Maintenance Direct 31 Park Development Direct 31 Recreational Services Direct 31 Public Facilities/Services - Non-Park Direct 31 Parks & Trail Maintenance Direct 32 Forestry Services Direct 61 Water Distribution Direct 61 Water Production/Storage Direct 62 Sanitary Sewer Collection/Conveyance Direct 63 Street Lighting Operation/Maintenance Direct 63 Street Lighting System Expansion Direct 64 Surface Water Quality Management Direct 64 Surface Water Quantity Management Direct 21 Development Management Direct 21 Infrastructure Management Direct 01 Policy Formation/Adoption Support 02 Inter-Governmental Relations Support 02 Personnel Management Support 02 City Administration/Policy Implementation Support 03 MIS/Computer Support Support 05 Finance/City Clerk - Internal Support 05 Fiscal Control/Financial Services - Internal Support 06 Legal Prosecution Services Support 06 General Legal Services Support 07 Government Buildings Support 10 Cable Television Coordination Support 24 Vehicle Maint. & Operational Support Support 1 174 CITY OF EAGAN ACTIVITY BASED COST STUDY Core Support SUMMARY TOTALS Service Inter- Service Programs Departmental Programs Total GENERAL FUND Mayor & Council Policy Formation/Adoption 80,800 80,800 Dept Total 0 0 80,800 80,800 Administration Special Issue Coordination 28,115 28,115 Information/Communication 102,380 102,380 Recycling/Solid Waste 23,509 23,509 City Admin/Policy Implementation 198,760 198,760 Inter-Governmental Relations 62,488 62,488 Personnel Management 96,548 96,548 Dept Total 154,004 0 357,796 511,800 Data Processing MIS/Computer Support 329,500 329,500 Dept Total • 0 0 329,500 329,500 Finance/City Clerk Finance/City Clerk - External 123,562 123,562 Finance/City Clerk - Internal 164,080 164,080 Financial Services - Internal 257,979 257,979 Financial Services - External 207,579 207,579 Dept Total 331,141 0 422,059 753,200 Legal General Legal Services 220,000 220,000 Legal Prosecution Services 150,000 150,000 Dept Total 0 0 370,000 370,000 Community Development Planning 322,911 322,911 Zoning Code Enforcement 118,610 118,610 Protective Inspections 637,382 637,382 Government Buildings 220,884 220,884 Inter-Departmental 32,513 32,513 Dept Total 1,078,903 32,513 220,884 1,332,300 Cable TV Cable Television Coordination 64,200 64,200 Dept Total 0 0 64,200 64,200 CITY OF EAGAN ACTIVITY BASED COST STUDY Core Support SUMMARY TOTALS Service Inter- Service Programs Departmental Programs Total Police Police Patrol 2,828,233 2,828,233 Investigation 925,396 925,396 Public Safety Dispatch 439,618 439,618 Animal Control 53,456 53,456 Emergency Preparedness 16,059 16,059 Inter-Departmental 35,738 35,738 Dept Total 4,262,762 35,738 0 4,298,500 Fire Fire Suppression/Emer. Response 652,784 652,784 Fire Prevention/Investigation 66,016 66,016 Dept Total 718,800 0 0 718,800 Engineering Development Management 244,346 244,346 Infra-Structure Management 165,073 165,073 Eng. Public Assistance 96,669 96,669 Inter-Departmental 263,412 263,412 Dept Total 506,088 263,412 0 769,500 Streets Street Structural Maint. 379,402 379,402 Street Operational Maint. 366,428 366,428 Street Roadside Maint. 48,137 48,137 Inter-Departmental 85,433 85,433 Dept Total 793,967 85,433 0 879,400 Central Services Maintenance Vehicle Maint. & Operations Support 368,300 368,300 Dept Total 0 0 368,300 368,300 Parks & Recreation Parks & Trail Maintenance 909,476 909,476 Recreational Services 528,765 528,765 Park Planning/Development 148,449 148,449 Public Facil./Services - Non-Park 104,210 104,210 Dept Total • 1,690,900 0 0 1,690,900 0 CITY OF EAGAN ACTIVITY BASED COST STUDY Core Support SUMMARY TOTALS Service Inter- Service Programs Departmental Programs Total Forestry Forestry Services 116,000 116,000 Dept Total 116,000 0 0 116,000 TOTAL GENERAL FUND 9,652,565 417,096 2,213,539 12,283,200 PUBLIC UTILITIES FUND Water Water Production/Storage 878,538 878,538 Water Distribution 590,200 590,200 Inter-Departmental 17,662 17,662 Dept Total 1,468,738 17,662 0 1,486,400 Sanitary Sewer San. Sewer Collection/Conveyance 361,646 361,646 Inter-Departmental 113,954 113,954 Dept Total 361,646 113,954 0 475,600 Street Lighting St. Light & Signal Operation/Maint. 233,890 233,890 St. Light System Expansion 13,610 13,610 Dept Total 247,500 0 0 247,500 Storm Drainage Surface Water Quantity Management 102,833 102,833 Surface Water Quality Management 185,716 185,716 Inter-Departmental 42,351 42,351 Dept Total 288,549 42,351 0 330,900 TOTAL PUBLIC UTILITIES FUND 2,366,433 173,967 0 2,540,400 GRAND TOTAL 12,018,998 591,063 2,213,539 14,823,600 sassssscess sasssssssss sssssscssse CITY OF EAGAN ALLOCATION OF INTER-DEPARTMENTAL AMOUNTS ACTIVITY BASED COST STUDY Comm. Sanitary Storm FROM: Dev. Police Engineering Streets Water Sewer Drainage Total T0: Administration City Admin/Policy Implementation 10,958 35,738 46,696 Inter-Governmental Relations 3,475 3,475 Finance/City Clerk Finance/City Clerk - External 4,272 10,214 10,164 24,650 Financial Services - External 18,080 6,976 25,056 Police Police Patrol 854 854 Fire Fire Suppression/Emer. Response 854 854 Engineering Development Management 854 5,460 6,314 Streets Street Structural Maint. 44,630 44,630 Street Operational Maint. 28,788 6,656 6,565 23,073 65,082 Street Roadside Maint. 4,186 4,186 Central Services Maintenance Vehicle Maint. & Oper. Support 35,595 11,961 294 9,405 13,818 71,073 Parks & Recreation Parks & Trait Maintenance 854 498 984 2,336 Park Planning/Development 13,825 13,825 • Water Water Production/Storage 28,482 28,482 • Water Distribution 18,702 21,358 40,060 Sanitary Sewer San. Sewer Colt./Conveyance 30,093 30,093 Street Lighting St. Light & Signal Oper./Maint. 8,816 8,816 St. Light System Expansion 513 513 Storm Drainage Surface Water Quantity Mgmt 23,521 86,836 110,357 Surface Water Quality Mgmt 19,285 44,426 63,711 • TOTAL 32,513 35,738 263,412 85,433 17,662 113,954 42,351 591,063 /; x x x x x x x x x x x x x x atst x X x x x M K K M K t E g Y v V Z E ro n M gi l H .O M N O Y P C g O O O N — N H O O O N O M H O N — O M O M — V O A O V .O M — O N — O F. O ... CPC O P A M A O N O M OA N O 0.' O V M N N d V M O v p O A ppY A P PO S V M N Q C O O O P 07 gMg A M e $ O KN B " 4A M q O N S . w P p N R N O O .4 r a ; a H SrA, w ZOFiRs N fElni144E6WIRN r A O 4 ! A . N H N a O O N M t A V ' N ^ A N V O H N i ^ P ., O N M r t L M i v a. a. • s o Z" C a .�yy pM V pN O Ap H ���pyyy �,pp �Ay pq p. 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SERVICE PROGRAM: POLICY FORMATION ADOPTION DEPARTMENT: MAYOR & COUNCIL SERVICE TYPE: SUPPORT PROGRAM OBJECTIVE: To represent and promote the interests of the citizens of the City through the rendering of legislative decisions and policy directives on matters relating to the operation of the municipal government organization of the City of Eagan. PRIMARY CUSTOMERS: Present and future residents of the City. Individuals and businesses directly affected by issues under consideration. PROGRAM ACTIVITY AREAS: * Legislative Policy and Enforcement Adoption of ordinances. Approval of land use and development and public improvement proposals. * Organizational Direction and Control Approval of personnel hiring, compensation, and related matters. Adoption of an annual operating budget and the raising of revenue through the levying of property taxes, special assessments, and service fees. * Community Leadership Serve as official representatives of the City at community events and in contacts with other government bodies. Provide forums for citizen input and involvement in local government decisions and activities. SERVICE PROGRAMS: CITY ADMINISTRATION/POLICY IMPLEMENTATION DEPARTMENT: ADMINISTRATION SERVICE TYPE: SUPPORT PROGRAM OBJECTIVE: Carry out City Council policy implementation and provide day-to-day direction and decisions for the operation of the City organization. PRIMARY CUSTOMER: City Council; All city departments. PROGRAM ACTIVITY AREAS: * City Council/Advisory Commission Support Prepare information packets, participate in meetings, and provide background data for issues to be considered and acted upon by the City Council, Council committees, and various advisory bodies, such as the Solid Waste Abatement Commission and the Economic Development Commission. * City Administration Provide general supervision and direction to City department heads and others, including the areas of MIS, recycling and cable TV . Develop and implement policies and procedures to achieve City goals and objectives and carry out City Council directives. SERVICE PROGRAM: INTER-GOVERNMENTAL RELATIONS DEPARTMENT: ADMINISTRATION SERVICE TYPE: SUPPORT PROGRAM OBJECTIVE: To develop and maintain contacts with other government bodies and agencies so as to promote and facilitate cooperative efforts and represent City positions and interests in decisions which will impact City residents. PRIMARY CUSTOMERS: City residents affected by service delivery and decisions made by other government bodies. PROGRAM ACTIVITY AREAS: * Other Government Representation Communicate information and concerns to Congressional and State legislative representatives, as well as county and school district board members and staffs. Provide liason for inter-government cooperative services, such as the Minn. Valley Transit Authority. * Municipal Government Organizations Maintain memberships and participate in activities of organizations designed to share information and promote local interests on matters that are inter-governmental in nature, including the League of Minn. Cities, the Municipal Legislative Commission, and other groups. • 1 G SERVICE PROGRAM: SPECIAL ISSUE COORDINATION DEPARTMENT: ADMINISTRATION • SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To address non-routine issues of community-wide impact so as to promote and protect City interests and make reasonable and effective decisions. PRIMARY CUSTOMERS: City residents impacted by an existing or proposed action or decision, either directly or indirectly due to location, related circumstances, or utilization of City resources. PROGRAM ACTIVITY AREAS: * City Development/Facilities Issues Coordinate decision-making process and provide information and alternatives on current proposals under consideration. Examples would be MWCC/Seneca expansion, Community Center, Lone Oak/Lexington intersection, etc. * Regional Issues Monitor and provide input to regional decision-making process regarding issues which will impact City residents. Examples would include airport relations/expansion. 6� SERVICE PROGRAM: INFORMATION/COMMUNICATION DEPARTMENT: ADMINISTRATION SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To provide accurate and timely information to the public and news media on the p o t activities of City government and on issues and events which may affect City residents, and also to respond to specific questions and inquiries made to the City. PRIMARY CUSTOMERS: City residents, businesses, news media, and others interested in community issues and activities. PROGRAM ACTIVITY AREAS: * Newsletter Produce, publish, and distribute gagan News at regular intervals. * Cable Television Oversee provision of cable television service for the City through participation in the Burnsville-Eagan Cable Communication Commission. * Public Affairs " . Facilitate disemination of information and awareness through press releases and other written material, and participation in community groups such as Rotary and Chamber of Commerce. * Citizen Feedback Accept and respond to telephone and personal contacts made by individuals to the municipal center regarding issues and concerns about current government activities. SERVICE PROGRAM: PERSONNEL MANAGEMENT DEPARTMENT: ADMINISTRATION SERVICE TYPE: SUPPORT PROGRAM OBJECTIVE: To provide a centralized system of human resource management of City personnel to facilitate effective and consistent practices and policies in the areas of hiring, compensation, and employee relations. PRIMARY CUSTOMERS: All City Departments PROGRAM ACTIVITY AREAS: * Recruitment/Selection Provide for development of job descriptions, advertisement of open positions, and screening, testing, and interviewing of applicants in a manner consistent with City policies and legal requirements. * Compensation/Benefits Maintain and administer a system of authorized salary and hourly wage rates for all employees. Administer employee benefits allowed for leave time and health insurance. Maintain job descriptions and time spent profiles for all positions for compliance with comparable worth requirements. * Labor Negotiation/Employee Relations Negotiate collective bargaining agreements with City employee labor unions. Interpret contract provisions and handle grievances. Maintain & update City personnel policy manual. Provide opportunities for employee training, health & safety awareness, and employee recognition. 19 SERVICE PROGRAM: RECYCLING/SOLID WASTE ABATEMENT DEPARTMENT: ADMINISTRATION SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To promote the recycling of waste materials and reduce the quantity of solid waste generated within the community through public education and coordination of alternative disposal programs. PRIMARY CUSTOMER: City residents and businesses concerned about the amount and disposal of solid waste. PROGRAM ACTIVITY AREAS: * Public Education Develop, distribute, and coordinate educational programs and materials to increase public awareness of solid waste disposal issues and alternatives. * Recycling Provide opportunity and encouragement for City households and businesses to participate in an on-going program of collection of recyclable materials. * Household Hazardous Waste/Compost Materials Facilitate safe and effective disposal of hazardous household waste. Coordinate availability of disposal alternatives for grass clippings and other yard wastes. SERVICE PROGRAM: MIS/COMPUTER SUPPORT DEPARTMENT: DATA PROCESSING SERVICE TYPE: SUPPORT PROGRAM OBJECTIVE: To provide for effective and efficient operation of City departmental functions through the use of computers and electronic information processing capabilities. PRIMARY CUSTOMERS: All city departments. artments. PROGRAM ACTIVITY AREAS: * Systems Support Provide for the operation, maintenance and repair of the City's personal computers, printers, and other data processing equipment. Serve as liason to and provide centralized cost accounting for LOGIS services used by the City. * Systems Development Y P Identify and coordinate computer equipment and software needs, availability, and use by City departments. Acquire equipment and software and provide training opportunities for City personnel to maximize potential benefit from computer use. Provide technical expertise in the evaluation and implementation of electronic information systems for City operations. aj SERVICE PROGRAM: FINANCE/CITY CLERK - INTERNAL DEPARTMENT: FINANCE/CITY CLERK SERVICE TYPE: SUPPORT PROGRAM OBJECTIVE: Provide centralized operational support for Municipal Center and other City activities. PRIMARY CUSTOMERS: All City departments. PROGRAM ACTIVITY AREAS: * Municipal Center Operations Provide for Municipal Center telephone service, the handling of incoming & outgoing mail, and the operation and maintenance of office copiers & other machines. * Central Supplies/Purchasing Coordinate and oversee the purchase of goods & services by the City in accordance with legal requirements and the City purchasing policy. Utilize cooperative purchasing arrangements which benefit the City. Purchase and maintain inventory of general office supplies for use by all departments. • • SERVICE PROGRAM: FISCAL CONTROL/FINANCIAL SERVICES - INTERNAL DEPARTMENT: FINANCE/CITY CLERK • SERVICE TYPE: SUPPORT PROGRAM OBJECTIVE: Conduct financial operations and provide information to support efficient and cost effective performance of activities by all City departments. PRIMARY CUSTOMER: All City departments. PROGRAM ACTIVITY AREAS: * Payroll Produce paychecks for time worked by City employees (including election judges & volunteer firefighters) . Maintain employee records & provide information relating to wages, deductions, and benefits. * Accounts Payable Process payment and maintain proper documentation for goods and services purchased by the City. * Budget/Internal Reporting Provide coordination and technical assistance in the preparation of the City's annual operating budget and capital improvement budget. Provide financial reports and information relating to City department operations. Develop and implement internal controls to ensure accuracy and safeguard assets. * Cash Management/Investment Provide for the receipt and deposit of monies received by the City, the investment of City funds, and the issuance of bonds & repayment of debt used in the financing of public improvement projects and capital equipment purchases. * Risk Management/Fixed Assets Provide for insurance coverage for claims against the City regarding liability, property damage, and workers compensation so as to protect the City's resources, and public officials and employees in the performance of their duties. Maintain records pertaining to City property, equipment, and infrastructure items. ;1.2) SERVICE PROGRAM: FINANCIAL SERVICES - EXTERNAL DEPARTMENT: FINANCE/CITY CLERK SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: Provide billing, payment, and information services to the public with regard to the City's utility, special assessment, and financial reporting activities. PRIMARY CUSTOMERS: City property owners and businesses receiving City utility service or affected by special assessments. Parties, including bond rating firms and investors, interested in City financial reports and data. PROGRAM ACTIVITY AREAS: * Utility Billing Maintain records, process bills, and respond to questions & other issues regarding useage relating to the City's water and sanitary sewer systems, and the billing of storm drainage and street lighting utility fees. * Special Assessment/Project Cost Accounting Maintain parcel records for property within the City, update records for pending, levied, and paid assessments, and respond to requests for assessment and parcel information from the public. Maintain cost accounting records for public and private improvement projects within the City, and provide project cost information for the preparation of public improvement assessment rolls. * Financial Reporting Maintain financial records in conformance with generally accepted accounting principals. Conduct annual review of City financial transactions by independent auditors and prepare Comprehensive Annual Financial Report. * Cable TV Accounting Maintain records of financial transactions and assist in annual audit for the Burnsville-Eagan Cable Communications Commission. ;14 SERVICE PROGRAM: FINANCE/CITY CLERK SERVICES - EXTERNAL DEPARTMENT: FINANCE/CITY CLERK SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: Provide for official duties of City Clerk as required under State law and City statutes, including the maintenance of official City records and documents, licensing activities, and the holding of municipal and other public elections. Facilitate and respond to requests from the public for general information as well as specific service-related inquiries. PRIMARY CUSTOMERS: Residents and other individuals contacting the City for information; individuals and businesses affected by licensing and permit requirements or required to receive notice regarding proposed City decisions; eligible voters within the City. PROGRAM ACTIVITY AREAS: * Records Management Certify and maintain official City records, including ordinances, resolutions, minutes of meetings, & other legal documents. * Legal Notices Publish & mail legal notices as required by law or ordinance. * Elections and Voter Registration Coordinate and conduct elections for national, state, and local offices and referendums within the City. Maintain voter registration information relating to City residents. * Licensing & Permits Accept and process applications for the licensing and issuance of permits for liquor, cigarettes, dogs, refuse haulers, service stations, solicitors, & other activities regulated under City ordinances. * Municipal Center Reception Respond and provide assistance to individuals making in- person and telephone contacts at the Municipal Center. . • 0- C. SERVICE PROGRAM: GENERAL LEGAL SERVICES DEPARTMENT: LEGAL SERVICE TYPE: SUPPORT • PROGRAM OBJECTIVE: To protect City interests by providing legal advice and representation with regard to official actions taken by the City Council as well as in areas of on-going operations conducted by City personnel. PRIMARY CUSTOMERS: City Council, advisory bodies, and all City departments. PROGRAM ACTIVITY AREAS: * Civil/Adversarial Matters Provide representation at civil hearings, motions, and trials where the City is party to actual or threatened litigation. Monitor suits and claims handled by the City's insurer. * Advisory Services Attend meetings and provide legal advice on issues being considered by the City Council and the Advisory Planning Commission. Provide legal advice to other advisory bodies and to City staff as requested. Review contracts and agreements entered into by the City. * Ordinance Preparation/Enforcement Assist in preparation and adoption of City ordinances. Provide legal interpretations and opinions on questions relating to ordinance enforcement. * Development Issues Assist in easement acquisition, condemnation actions, development contract preparation, special assessments, and other matters relating to land development and public and private improvement projects within the City. SERVICE PROGRAM: LEGAL PROSECUTION SERVICES DEPARTMENT: LEGAL SERVICE TYPE: SUPPORT PROGRAM OBJECTIVE: To provide for the handling of criminal complaints and representation of the City at trials and court hearings with regard to prosecution of misdemeanor criminal offenses. PRIMARY CUSTOMER: Police Department, in conjunction with their efforts to provide effective law enforcement and crime prevention. PROGRAM ACTIVITY AREAS: * Complaint Issuance Issue complaints for gross misdemeanor, misdemeanor, and worthless check offenses. * Court Appearances Provide representation on behalf of the City at arraignment, pre-trial, and probation revocation hearings, as well as at court and jury trials on criminal matters. • Qrl SERVICE PROGRAM: PLANNING DEPARTMENT: COMMUNITY DEVELOPMENT SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To promote and enhance the social and economic character of the community through the planning for and regulation of land development within the City. PRIMARY CUSTOMERS: Land developers; Present and future residents and businesses. PROGRAM ACTIVITY AREAS: * Project Planning Receive and process applications for preliminary and final plats and Planned Unit Developments. Coordinate land development process, involving site review, developer and neighborhood informational meetings, and development contract preparation. Prepare and record development documents. * Comprehensive Planning Administer City's Comprehensive Guide Plan under the Minnesota Land Planning Act, including review of development proposals and processing of amendments to maintain the Plan's effectiveness as a guide to land use and development. Perform special studies relating to development issues. Respond to requests for information regarding census data and community characteristics from prospective businesses, developers, and other interested parties. Administer federal pre- and post-census programs. Serve liason role with other government agencies, including Metropolitan Council, Dakota County HRA, Minn. Valley Transit Authority, and MWCC. Administer environmental review and indirect source permit programs under Minnesota rules. * Advisory Planning Commission Provide staff support for Advisory Planning Commission. Prepare, publish and distribute public notices as required by statute. SERVICE PROGRAM: ZONING CODE ENFORCEMENT DEPARTMENT: COMMUNITY DEVELOPMENT SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To promote public health, safety, and general welfare, and protect land and property values through the regulation of land use and related activities conducted within the City. PRIMARY CUSTOMERS: Neighborhood residents; Specified business owners and operators. PROGRAM ACTIVITY AREAS: * Zoning Regulation Enforcement Interpret and enforce City zoning ordinance regulations as required by statute. Respond to inquiries and complaints by residents relating to land use activities. Receive and process permit applications for variances, conditional uses, and special use activities. Maintain and update zoning ordinance and map to serve as an implementation tool for the City's Comprehensive Guide Plan. * Sign Ordinance Enforcement Process permits and enforce regulation requirements under the City's sign ordinance. ;■C)\ SERVICE PROGRAM: PROTECTIVE INSPECTION DEPARTMENT: COMMUNITY DEVELOPMENT SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: Review plans and perform site inspection of new construction, expansion, and remodeling of buildings and other structures to promote occupant safety through enforcement of building regulations. PRIMARY CUSTOMERS: Building contractors; Homeowners; Present and future occupants of buildings within the City. PROGRAM ACTIVITY AREAS: * Plan Review/Permit Issuance Accept and process building permit applications. Review plans to ensure compliance with applicable building, plumbing, mechanical, and electrical codes. Issue appropriate permits. Calculate building related fees and other fees collected at the time of building permit issuance in accordance with the City fee schedule. Issue Certificate of Occupancy upon completion of all required inspections. * Construction Inspection Schedule and perform site inspections as required by applicable codes, including footing, foundation, framing, insulation, roofing, plumbing, mechanical, electrical, and final occupancy. * Fire/Life Safety/Housing Review plans and perform inspections of new and existing structures to ensure compliance with fire protection codes. Respond to health and life safety complaints and concerns as related to the City's housing stock. Investigate fires to determine cause; assist in prosecution of cases involving arson or violation of existing codes or ordinances * Records/Information Services Answer questions and provide information to contractors and homeowners with regard to building construction, code requirements, and related matters. Maintain parcel file records relating to permits, inspections, and other site specific information. 3- SERVICE PROGRAM: GOVERNMENT BUILDINGS DEPARTMENT: COMMUNITY DEVELOPMENT SERVICE TYPE: SUPPORT PROGRAM OBJECTIVE: To provide for the operation, maintenance, and repair of government buildings necessary for the transaction of public business and the provision of space for City Council and other City and community group meetings and activities. PRIMARY CUSTOMERS: City employees in the performance of their jobs; City Council and advisory boards and commissions; Individuals conducting business with the City; Community groups. PROGRAM ACTIVITY AREAS: * Municipal Center Building operation, including electricity, natural gas, and certain operating supplies. Building maintenance, including cleaning, repair, and minor building modifications. * Community Room (Fire Admin. Bldg. ) Cleaning and minor maintenance. * Other Technical assistance as required for the operation and maintenance of other government buildings. • 3 � SERVICE PROGRAM: CABLE TELEVISION COORDINATION DEPARTMENT: CABLE TV SERVICE TYPE: SUPPORT PROGRAM OBJECTIVE: To facilitate the provision of cable television service within the City by providing operational support for the Cable TV Administrator. PRIMARY CUSTOMER: Burnsville-Eagan Cable Communications Commission PROGRAM ACIVITY AREAS: * Cable Commission Staff Support Provide payroll and other office services in support of the Cable Administrator for the Burnsville-Eagan Cable Communications Commission. SERVICE PROGRAM: PATROL DEPARTMENT: POLICE SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: Promote personal safety and security and protect constitutional rights within the City of Eagan through the visibility of police presence, response to calls for assistance, and the enforcement of laws and ordinances. PRIMARY CUSTOMER: City residents and property owners, business owners and employees, visitors, and other individuals within the City. PROGRAM ACTIVITY AREAS: * Criminal Activity Prevention Provide visibility of police presence through patrol and public contact activities. Involvement in education and prevention activities, such as D.A.R.E. , other youth programs, and safety presentations. * Criminal Activity Response Respond to calls regarding theft, burglary, assualt, & other crimes. Provide initial investigation, arrest or detain suspects, including situations involving high risk response (S.W.A.T) . * Non-Criminal Emergency Response Respond and assist in situation involving injury accidents & medical emergencies, fires, and civil disputes. * Traffic-Related Activities Provide enforcement of traffic laws; respond and assist at scenes of traffic accidents. * Other City Code Enforcement 322 SERVICE PROGRAM: INVESTIGATION DEPARTMENT: POLICE SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To facilitate law enforcement through investigation of unlawful activity, gathering of evidence, criminal apprehension and prosecution, and also to promote crime prevention within the City. PRIMARY CUSTOMER: Victims of criminal activity; individuals concerned about crime prevention. PROGRAM ACTIVITY AREAS: * Criminal Activity Investigation Investigation of reported crimes against persons and property, including assualts, deaths, sex offenses, missing persons, robbery, burglary, auto theft, fraud, bad checks, etc. * Juvenile Issues Investigation and involvement in situations concerning juveniles, including criminal offenses, runaways, & family intervention. Provision of school liason services. * Control of Illegal Drugs Participation in investigation and enforcement activities of the South Metro Drug Task Force. * Permit/License Issuance Provide background investigation on applicants for . certain City permits and licenses, including liquor, solicitors, handguns, etc. * Crime Prevention/Community Relations Serve as liason to Eagan Citizens' Crime Prevention Committee. Promote Neighborhood Watch programs and participate in various safety and security related presentations and educational activities. SERVICE PROGRAM: PUBLIC SAFETY DISPATCH DEPARTMENT: POLICE SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To receive emergency and non-emergency calls for police, fire, and ambulance service and provide dispatch for appropriate response necessary. PRIMARY CUSTOMER: Individuals requesting emergency and non- emergency public safety assistance, and other police and fire department personnel in the performance of their duties. PROGRAM ACTIVITY AREAS: * Receive calls and dispatch emergency personnel and equipment as appropriate to the situation and in accordance with procedural guidelines. * Provide information 1 to police officers pertinent to the effective performance of their duties. * Handle after-hours calls involving other City department functions. 3 � SERVICE PROGRAM: ANIMAL CONTROL DEPARTMENT: POLICE SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To provide for the health and safety of individuals who have contact with both wild and domestic animals within the City, and to promote humane treatment in the keeping of domestic pets. PRIMARY CUSTOMER: City residents; dog owners. PROGRAM ACTIVITY AREAS: * Respond to situations of animals at large within the City. Capture and impound stray animals, and provide for humane disposal of unclaimed animals. * Provide for ordinance enforcement relating to the keeping of animals, including the licensing of dogs, within the City. Respond to complaints involving problem animals or situations of inhumane treatment. * Provide for increased awareness through public education of issues relating to animal safety and care. 3 (.9 SERVICE PROGRAM: EMERGENCY PREPAREDNESS DEPARTMENT: POLICE SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: Provide for coordination of the City's emergency operations preparation and response capabilities. PRIMARY CUSTOMER: Victims of natural disasters or other large scale emergency situations occurring in the City. PROGRAM ACTIVITY AREAS: * Outdoor Warning Sirens Maintain system of outdoor warning sirens to provide warning to populated areas of potential threat of severe storms, tornados, or other circumstances. * Emergency Preparation and Response Preparation and update of emergency preparedness manual of procedures and practices to be followed in the event that an emergency situation occurs. Provision of training exercises for emergency response. • • • 3 1 SERVICE PROGRAM: FIRE SUPPRESSION/EMERGENCY RESPONSE DEPARTMENT: FIRE SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: Protection of life and ro ertY from fire, P P hazardous material, accident and disaster situations. PRIMARY CUSTOMER: City residents and property owners; business owners and employees. PROGRAM ACTIVITY AREAS: * Fire Suppression Respond to and extinguish structure, vehicle, grass and other fires within the City. Provide emergency fire fighting assistance to neighboring cities through mutual aid arrangement. * Hazardous Material Incidents Respond to and neutralize incidents involving hazardous materials. * Rescue/First Aid Provide emergency rescue response and first aid assistance to victims of accidents, natural disasters, and other life threatening situations. * Building/Equipment Operation Operate and maintain buildings & equipment to facilitate proper response to emergency calls. SERVICE PROGRAM: FIRE PREVENTION/INVESTIGATION DEPARTMENT: FIRE SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: Prevention of fire through public education, identification and correction of potential fire hazards, and investigation of fires which do occur. PRIMARY CUSTOMER: School children; Community & business groups; Builders & property owners. PROGRAM ACTIVITY AREAS: * Fire Prevention Education Provide educational programs & presentations with regard to fire prevention & safety issues. * Fire Prevention Inspection Review building plans for new construction; Inspect existing buildings to identify potentially hazardous situations. * Fire Investigation Investigate fires to determine cause; Assist in prosecution of cases involving arson or violation of existing codes or ordinances. * Records & Reports Maintain records of inspections, fire incidents, and investigations. • 39 SERVICE PROGRAM: DEVELOPMENT NT MANA G EMENT DEPARTMENT: ENGINEERING SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To provide oversight and coordination in the land development process on matters relating to infra- structure needs and requirements. PRIMARY CUSTOMER: Present and future homeowners and businesses affected by land development within the City. PROGRAM ACTIVITY AREAS: * Development Reviews Identify street, utilit Y. grading, and drainage requirements for plats and related land development proposals. * Private/Public Improvements Prepare engineering portion of development contracts. Provide contract management/administration, construction surveying and inspection, and assistance with easement acquisition and recording. Administer excavation/grading permit process. * Court Appearances Provide testimony and engineering technical information on issues contested in court relating to development. tjj) SERVICE PROGRAM: INFRASTRUCTURE MANAGEMENT DEPARTMENT: ENGINEERING SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To provide for the installation of streets and utilities as part of the land development process to allow for adequate infra-structure capacity within the City. PRIMARY CUSTOMER: Present and future homeowners and businesses within the City. PROGRAM ACTIVITY AREAS: * Public Improvement Projects Engineering services relating to feasibility reports, contract plans and specifications, and project construction. * Infrastructure Planning Maintain and update City base map. Provide updates and administration of comprehensive plans relating to transportation, water, sanitary sewer, and storm sewer. * Municipal State Aid Street System Administer MSAS program relating to City street system * Operational Support Provide engineering services for street signs and lights installation and other public works operational activities. �C � SERVICE PROGRAM: PUBLIC ASSISTANCE - ENGINEERING DEPARTMENT: ENGINEERING SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To provide support to operations and decision- making in situations involving an engineering-related issue. PRIMARY CUSTOMER: City residents and others with engineering related questions. PROGRAM ACTIVITY AREA: * General Information/Technical Advice Provide technical assistance and information in response to issues raised by the public. Prepare special reports requiring engineering research and advice. • L4 SERVICE PROGRAM: STRUCTURAL MAINTENANCE DEPARTMENT: STREETS SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To provide the appropriate maintenance activities for the repair and preservation of the City's public road system, sidewalks, trails, and drainage systems. PRIMARY CUSTOMER: City residents, businesses, and the traveling public. PROGRAM ACTIVITY AREAS: * Asphalt Surface Maintenance Street inspection and general patching and maintenance of street surfaces; crack sealing; sweeping for sealcoating and general maintenance. * Gravel Road Maintenance Dust control, grading, and repair of gravel road surfaces. * Curb & Gutter Repair Repair of concrete curb and gutters; storm sewer catch basin repair and maintenance. SERVICE PROGRAM: OPERATIONAL MAINTENANCE DEPARTMENT: STREETS SERVICE TYPE: DIRECT • PROGRAM OBJECTIVE: To provide operational activities that ensure the safety of the traveling public on City streets and roadways, with the service level in keeping with the expectations of the residents. PRIMARY CUSTOMER: City residents, businesses, and the traveling public. PROGRAM ACTIVITY AREAS: * Snow and Ice Control Plowing of streets; application of sand and salt. * Street Sweeping Sweeping for general cleanliness and maintenance purposes. * Striping/Signs Application of traffic lane and safety related striping of street surfaces. Installation and maintenance of traffic signs. * Other Storm sewer cleaning; operational inspection relating to streets. SERVICE PROGRAM: ROADSIDE MAINTENANCE DEPARTMENT: STREETS SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To provide for safety and aesthetics of public right-of-ways through the maintenance of boulevard and road- side areas. PRIMARY CUSTOMER: City residents, businesses, and the traveling public. PROGRAM ACTIVITY AREAS: * Boulevard/Ditch Maintenance Rough cut mowing; litter and debris disposal. * Tree Trimming Downed tree removal ; brush clearing. (-( SERVICE PROGRAM: VEHICLE MAINTENANCE AND OPERATIONAL SUPPORT DEPARTMENT: CENTRAL SERVICES MAINTENANCE SERVICE TYPE: SUPPORT PROGRAM OBJECTIVE: To provide for building maintenance and clerical support at the Maintenance Facility, and also to provide for the repair and maintenance of all City owned vehicles. PRIMARY CUSTOMER: Other City departments. PROGRAM ACTIVITY AREAS: * Maintenance Facility Building Building operation and maintenance of office, shop, and storage areas at the City's Maintenance Facility site. * Office Support Services Provision of secretarial, reception, clerical and related office services for departmental operations conducted from Maintenance Facility. * City Vehicle Maintenance Provision of vehicle maintenance and repair and central fuel system for all City vehicles. * Other Snow plowing; Emergency cleanup. SERVICE PROGRAM: PARKS & TRAIL MAINTENANCE DEPARTMENT: PARKS & RECREATION SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: The provision of maintenance and repair to allow for the safe and satisfactory use of City land, buildings, facilities, and trails. PRIMARY CUSTOMERS: Individuals and groups interested in recreational, sports, and liesure activities. PROGRAM ACTIVITY AREAS: * General Maintenance Routine maintenance, inspection, and repair of park land and facilities, including turf maintenance and mowing, parking areas and signs, playgrounds, and picnic areas. * Specialized Maintenance Operation & maintenance of park facilities to support specific uses, including athletic fields, courts, ice rinks & ski trails, and the operation of park buildings. * Trails Maintenance and repair, including sealcoating, of trails which are part of the City trail system. * Equipment Maintenance Routine and minor repair of department equipment used in maintenance activities. L"n SERVICE PROGRAM: RECREATIONAL SERVICES DEPARTMENT: PARKS & RECREATION SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To provide recreational and leisure time activities and opportunities designed for various age groups and interests. PRIMARY CUSTOMERS: City residents interested in participating in organized sports and leisure activities. Participants in family and youth-oriented activities. PROGRAM ACTIVITY AREAS: * Adult Programs and Activites Facilitate operation of various organized sports leagues, including team scheduling, game officiating, and tournament sanctioning. Provide instructional programs for certain sports activities. Coordinate activity and special event opportunities for adults. * Youth Programs Develop, schedule, and supervise instructional, recreational, and creative activities for school age and pre- school age participants. Provide special event opportunities for youth and families. * Other Coordination of park facility use for recreational and sports activities not directly programmed by the City. Schedule use of park shelter buildings by groups. SERVICE PROGRAM: PARK DEVELOPMENT DEPARTMENT: PARKS & RECREATION SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To provide for the planning, acquisition, and development of City parks and trails, and the protection and enhancement of open space and natural resources within the City. PRIMARY CUSTOMERS: Present and future City residents who will benefit from use of park facilities, availability of open space, and an aesthetically pleasing environment. PROGRAM ACTIVITY AREAS: * Planning/Acquisition Conduct long range planning of City-wide park and trail system. Monitor and review plats and development activities within the City and recommend cash or land dedication for park purposes in accordance with City ordinances. Provide staff support to Advisory Parks, Recreation, and Natural Resources Commission. * Design Prepare site concept design and development plans for City parks consistent with park master plans, intended use, and neighborhood interests. * Development/Construction Facilitate park and trail development through preparation of plans and specifications, awarding contracts, and performing construction inspection and contract administration for work performed by outside contractors. Administer park development grants awarded to the City. Construct and install playground equipment and other park facilities and features. * Special Projects Perform planning and coordination activities relating to special projects, such as the Caponi Art Park, City recreational facility, landscape plans, and joint School-City projects. (49 7 SERVICE PROGRAM: PUBLIC FACILITIES/SERVICES - NON-PARK DEPARTMENT: PARKS & RECREATION SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To r p ovide services relating to maintenance and City code enforcement in areas other than City parks. PRIMARY CUSTOMERS: Property owners and residents adjacent to non- park public property & boulevards, or affected by problem weeds within the City. Individuals attending or impacted by community sponsored events. PROGRAM ACTIVITY AREAS: * Boulevard Maintenance Mowing and maintenance of boulevard portion of street right-of-way. * Noxious Weed Control Processing of complaints and the control and eradication of noxious weeds on private and public property. * Water Quality Supervision, grant administration, and other activities relating to the City's surface water quality management program. * Inter- and Intra-Government Maintenance Services Mowing and other grounds maintenance services of County and School District property through joint cooperative agreements and also of fire stations and other City-owned public buildings. * Community Celebrations and Events Cash donation for Fourth of July activities and provision of certain organizational and logistical support for events organized by community groups. S-0 • SERVICE PROGRAM: FORESTRY SERVICES DEPARTMENT: FORESTRY SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To provide for th e management of the City's urban forest, and protect and enhance the health and vitality of trees on both public and private property. PRIMARY CUSTOMERS: Present and future city residents and property owners concerned about trees. PROGRAM ACTIVITY AREAS: * Disease Control/Public Education Conduct tree inspections, insect and disease treatment, & tree removal. Respond to questions from and provide information to the public on tree-related issues. p i Reforestation Conduct and encourage tree planting. Provide for maintenance of the City's nursery stock and tree inventory. ( SERVICE PROGRAM: WATER PRODUCTION, STORAGE, & TESTING DEPARTMENT: WATER SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To provide for the supply and treatment of all potable water needed within the City, including the sampling, testing, and chemical control to assure a water quality level that meets or exceeds State and Federal health standards. PRIMARY CUSTOMER: City residents and businesses. PROGRAM ACTIVITY AREAS: * Maintain and operate two water treatment facilities for the removal of iron and manganese from the water supply. * Maintain and operate 17 wells as a source of the water supply. * Conduct testing for production chemical control and for system maintenance required by the EPA and State Health Department. * Respond to customer complaints or inquiries concerning taste and odor with regard to the water supply. * Maintain all support and documentation records. • SERVICE PROGRAM: WATER DISTRIBUTION/METERING DEPARTMENT: WATER SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To inspect and maintain the distribution infra- structure for the supply of potable water within the City. PRIMARY CUSTOMER: City residents and businesses. PROGRAM ACTIVITY AREAS: * Operate and maintain water supply distribution system within the City. * Operate and maintain fire hydrants and gate valves as part of the distribution system. * Maintain, test, and repair water meters in residences and businesses to ensure an accurate account for water useage. * Maintain support and documentation records. 63 SERVICE PROGRAM: SANITARY SEWER COLLECTION/CONVEYANCE DEPARTMENT: SANITARY SEWER SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To provide for the collection of the waste water generated within the City, and ensure its conveyance to the MWCC treatment facility. PRIMARY CUSTOMER: City residents and businesses. PROGRAM ACTIVITY AREAS: * Maintain and clean all sanitary sewer lines in the City system. * Maintain and operate lift stations; maintain and repair meters, manholes and castings within the system. * Maintain all support and documentation records. SERVICE PROGRAM: STREET LIGHTING OPERATION/MAINTENANCE DEPARTMENT: STREET LIGHTING SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To provide for public safety and security through the operation of a system of street lights and traffic signals within the City. PRIMARY CUSTOMER: City residents; users of city streets. PROGRAM ACTIVITY AREAS: * Operate and maintain street lights in residential and other areas to provide adequate night time illumination to promote a sense of security for area residents and the traveling public. * Operate traffic signals at major street intersection to accomodate safe and effective flow of traffic. SERVICE PROGRAM: STREET LIGHTING SYSTEM EXPANSION DEPARTMENT: STREET LIGHTING SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To provide for installation of additional street lights at appropriate sites within the City. PRIMARY CUSTOMER: City residents and traveling public. PROGRAM ACTIVITY AREAS: * Facilitate installation of street lights at intersection locations in response to determined need. SERVICE PROGRAM: SURFACE WATER QUANTITY MANAGEMENT DEPARTMENT: STORM DRAINAGE SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To provide adequate drainage and prevent flooding due to storm water run-off within the City. PRIMARY CUSTOMER: City residents and businesses. PROGRAM ACTIVITY AREAS: * Maintain and clean storm sewer lines. * Maintain and repair inlets and outlets to storm ponding areas. * Clean ponding areas. * Operate lift stations within the system; maintain and repair manholes, catch basins, and control structures. * Maintain support and documentation records. SERVICE PROGRAM: SURFACE WATER QUALITY MANAGEMENT DEPARTMENT: STORM DRAINAGE SERVICE TYPE: DIRECT PROGRAM OBJECTIVE: To rotect and improve the City's water P P Y resources through implementation of the City's water quality management plan and assuring proper administration of the state Wetlands Conservation Act within the City. PRIMARY CUSTOMER: Users of the City's surface water resources; The general public and developers affected by city, regional, and state enviromental policies and regulations. PROGRAM ACTIVITY AREAS: * Identify, analyze, and develop strategies to mitigate water quality and wetlands impacts consistent with City ordinances and state law. * Develop and carry out capital improvements program for water quality improvement. * Design, carry out, and evaluate public education and information programs for water resources protection and use. * Design and conduct special studies to develop specific lake management strategies to improve water quality, and implement appropriate strategies. gg MEMO __city of eagan MEMO TO: ALL DEPARTMENT HEADS FROM: CITY ADMINISTRATOR HEDGES • DATE: MARCH 30, 1993 SUBJECT: RIGHTSIZING/OPERATIONAL BUDGET ACTIVITY COST ANALYSIS The term rightsizing is a result of government at all levels reexamining existing resources with service delivery goals. A definition might be `having the right number of people with the right kind of skills, just the right amount of physical plant and equipment, and just the right amount of other assets to support a specific mission.' In order to "rightsize" an organization, products and services which the organization provides and the cost associated with each must be identified. To accomplish this task with respect to local government, a "cost center" approach is being proposed whereby the focus is on output, or the results of an activity, thus allowing for the benefits of government services to be linked to the cost of providing those services. Both the private and public sector alike have used rightsizing as a mechanism to downsize the organization due to shrinking revenue, i.e. property tax, etc., or a conscious effort to reduce services. This is not the primary purpose at this time for the City of Fagan. Obviously, any reduction/adjustment to personal services is directly proportionate to the quantity and quality of service delivery. Any service provider is usually labor- intensive. The City of Eagan has a greater number of miles of infrastructure, more neighborhood parks to accommodate the..growth of subdivisions, and more constituents requiring attention by all departments in City Hall. The sheer number of rising calls in all City departments is creating a greater workload for the same complement of staff existing in 1991. In actuality, with the reduction of certain support staff, such as the internship program, the actual number of total employees has been reduced. A study by the Office of the State Auditor found that there is significant disparities in the total amount spent by Minnesota cities for the provision of public services. Annual spending by Minnesota's medium sized and large cities ranges from a low of $85 per capita in East Bethel to a high of $814 per capita in Minneapolis. The ten cities with the highest per capita spending have an average of $751 per capita, over five times more than the $138 per capita spent by the ten cities with the lowest per capita spending. While the average spending for larger growth suburbs is approximately$340, Eagan's per person spending has been maintained at $204 according to this study. The specific objective during the next sixty (60) days, therefore, is to produce a report for the City Council and management team that better describes the services provided by the City of Eagan and includes a financial analysis of'service programs' by department. This information will assist the City Council and management team in making decisions regarding service levels and the allocation of resources. The use of a 'cost center` approach depends on being able to identify the Service programs performed by each department. A Service Program is being defined here as 'a group of related activities, typically performed by the same people (with responsibility assigned to one individual) within a specific department, which provides a benefit to an individual or group? In addition, each Service Program will be designated as being 'direct" or 'support", according to the following: For a'direct" Service Program,the primary customer is from outside the City organization, i.e., Police Patrol For a "support" Service Program, the primary customer is from within the City organization, i.e., Payroll As part of the financial analysis, a cost allocation method will be developed which will allow costs to be allocated to the Service Programs on the following basis: 1) Those costs directly related to the Service Program (i.e. personnel , supplies, other related expenses). 2) Department administrative costs, to be allocated to the Service Programs within that department. 3) "Support' Service Program costs, allocated as appropriate to `direct" Service Programs. In addition, information regarding revenues which the City receives as a result of Service Program activity is also intended to be Included. At the 1992 Council/Staff Retreat, a city service cost study was formed using RAMP service units, which helped both the City Council and staff to review and compare service units. As an example, in the Fire Department, there were three (3) basic service units, including fire suppression, fire prevention/public education, and rescue/emergency response. Attached on pages 2. through is a copy of the RAMP service units from the 1992 Retreat, which can be a guideline for helping determine both direct and support Service Programs. Mr. Ken Damlo has been retained by the City to assist in the preparation of this current study. He will assist the Department Heads in identifying Service Programs and will research data that will be used as a basis for the cost allocation. (e)o A ' I The first step for each Department Head is to identify their individual department Service Programs. To keep the study manageable at this stage,there should preferably be three (3), and no more than six (6), Service Programs per department. In addition, the 1993 Budget will be used as the basis for assigning costs. Department Heads are asked to work with Ken to break down their 1993 department budget to the Service Programs they have identified. Attached on page 2:1 is an example of a form which Ken has prepared to assist in this allocation. For Personal Services, you should estimate the percent of time spent by department personnel in each of the Service Programs. Supplies and Services and Other Charges should be assigned to the appropriate Service Program or designated as a department administrative expense. It is important that the information be reliable, but that it is not so embroiled in detail so as not to allow the study to proceed. Department Heads should consider whether the Service Programs identified are `direct" or `support". Also, consideration should be given to a reasonable basis by which to allocate the department's administrative expenses. Ken will contact each of you in the next few days to arrange a meeting to work with you in providing the requested information. The rightsizing analysis will continue to be placed on each Department Head agenda and, if necessary, a special meeting or meetings will be held to further discuss the process or objective. In summary, this analysis will provide the City Administrator, Department Heads, and City Council with data to better understand the cost for providing services to the public. Initially, this will be somewhat general in scope. Specific questions regarding particular activities may be raised in the future. This information should be completed by the end of May and reviewed jointly with the City Council in June, which then provides both the management team and the City Council the information necessary to best decide where the City's resources should be focused. City Administrator Attachments TLH/vmd (C3'