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082498 CC Ws AgPW CITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, AUGUST 24, 1998 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS IMMEDIATELY FOLLOWING REGULAR AGENDA AGENDA 1. CONVENE WORK SESSION A. Roll Call B . Review Agenda 2. DISCUSSION ON PROPOSED 1999 PRELIMINARY BUDGET (Att. -#2 Finance Director's Memorandum & Proposed Budget) 3. ADJOURN SCANNED No official action is taken at Work Sessions. #L r7r 1 0 CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD • SHOREWOOD, MINNESOTA 55331 -8927 • (612) 474 -3236 FAX (612) 474 -0128 • www.state.net /shorewood • cityhall@shorewood.state.net MEMO TO: Mayor��d Councihnemb rs FROM: Al Ro lek �andJim Hurm Date: August 21, 1998 RE: 1999 Draft Budget - Work Session following 8/24 Council Meeting Enclosed for your review please find the 1st draft of the 1999 Operating Budget which will be discussed at our work session on Monday night. It is our primary purpose to arrive at a preliminary levy for 1999, which must be certified to Hennepin County by September 15. The budget being submitted for your consideration assumes a growth in expenditures and transfers to capital funds of 1.07% from 1998. This includes the installment for the Senior Community Center Building, police and fire contract increases, assessor's contract, consideration of increased efforts in the Capital Improvement Program funding and staff salary and benefit adjustments. For the last few years, the City has maintained a healthy balance in the general fund and has been able to finance a portion of the annual budget from this balance. However, the impact from litigation awards, legal fees and the financing of the operating budget is projected to reduce the general fund balance to less than 50% (47.6% actual) of the operating budget. To reduce the general fund balance any further to finance the operating budget will have an adverse affect on the City's cash flow. Therefore, the budget for 1999 is balanced with available revenues and transfers so that there is no further reduction of the general fund balance. This requires us to reduce budget requests and cut into an already lean budget, and to levy to the maximum limit set by the State. This will result in an increase in the City's property tax levy for 1999 of 4.44% and generate and additional $79,000. The City's tax base has grown by approximately 5.15% over the last year. Of this, about 2.75% is due to increases on the existing tax base, or inflationary growth, and 2.40% is due to new construction, or real growth. The increase in the city's portion of the property tax on parcel valued at $200,000 would range from below 2.52% if the property value did not change, to 5.74% if the property value increased by 2.75 %. The greater the value of property, the lower the percentage increase in taxes. Staff feels that the draft budget and proposed levy are necessary to continue to provide the level of quality services to residents of Shorewood. There are a number of items for the City Council to be aware of in reviewing the draft budget and proposed levy. First, the budget was prepared according to priorities and programs which the Council has identified. The budget allocates funding to achieve these priorities and maintain quality programs. Second, the budget continues in the tradition of being fiscally conservative. Increases in the public safety ( police and fire protection, etc.), legal and assessing areas account for nearly $60,000 (a COPSFAST PRINTED ON RECYCLED PAPER grant extension may reduce this by $25,000). The remainder of the increase goes toward maintaining and increasing efforts in the CIP (in most areas), completing the update to the comprehensive plan, continuing community communication efforts, salary and benefit adjustments, and other programming needs. This proposed budget has identified a number of issues for Council deliberation during the budget process: discontinuance of the transfer of $10,000 to the Park Capital Fund (even after indicating is would be continued in the 5 -year CIP), the contribution for the Excelsior 4th of July fireworks, use of legal services, lowering the contingency amount, the transfer of funds from the Street Fund to finance street patching, and contributions from the utility funds for compensation of overhead costs. Shorewood has also demonstrated its fiscal responsibility by maintaining or reducing what is among the lowest tax rates in Hennepin County. Shorewood's tax rate ranks in the lowest 25% of cities within the County. It should also be kept in mind that Shorewood's share of the property tax bill is about 12% -13% of the total taxes paid. The budget timeline is as follows: August 24 - Council budget work session. September 14 Adopt a preliminary levy resolution and set public hearing dates. September 15 - Certify the preliminary levy and public hearing dates. Sept/Oct/Nov - Further budget work sessions as needed. Mid -Late November - County mails Truth -in- Taxation Notices. December 7 - Public hearing on 1999 Operating Budget and 1999 Tax Levy. December 14 - Adopt the 1999 Operating Budget and 1999 Tax Levy. December 28 - Certify the 1999 Tax Levy to Hennepin County. Please review the document and feel free to call us with any questions you may have. If you have any other issues, we can research them and hopefully have some answers by meeting time. CITY OF SHOREWOOD 1999 DRAFT ANNUAL OPERATING BUDGET TABLE OF CONTENTS PAGE NO. GeneralFund Summary ........................................................ .......................... -39 General Fund Revenues ....................................................... .......................... -43 General Fund Expenditures Mayorand Council ............................................................ .......................... -45 Administration..................................................................... .......................... -47 General Government ......................................................... .......................... -49 Finance................................................................................ .......................... -51 Professional Services ....................................................... .......................... -53 Planningand Zoning ......................................................... .......................... -55 Municipal Building - City Hall .......................................... ..........................5 -57 Police................................................................................... .......................... -59 FireProtection .................................................................... .......................... -61 ProtectiveInspection ......................................................... .......................... -63 _ City Engineer ...................................................................... .......................... -65 Public Works Service ........................................................ .......................... -67 Streetsand Roadways ...................................................... .......................... -69 Snowand Ice Removal ..................................................... .........:................ -71 Traffic Control/Street Lighting .......................................... .......................... -73 Sanitation/Waste Removal/ Weeds ................................. .......................... -75 TreeMaintenance .............................................................. .......................... -77 Parksand Recreation ........................................................ .......................... -79 CapitalImprovement .................................................... ............................... 80 -81 Contingency................................................................... ............................... 82 -83 GENERAL FUND SUMMARY 1999 PROPOSED BUDGET Total Revenues Expenditures General Government Mayor and Council Administration General Government Finance Professional Services Planning and Zoning Municipal Building Total General Government Public Safety Police Fire Protection Protective Inspection Total Public Safety Public Works City Engineer Public Works Services Streets and Roadways Snow and Ice Removal Traffic Control /Street Lights Sanitation/Waste Removal Tree Maintenance Total Public Works Culture and Recreation Parks and Recreation Total Culture and Recreation Miscellaneous Capital Improvement Contingency Total Miscellaneous Total Expenditures Total Revenues Over (Under) Expenditures Fund Transfers In Liquor Fund Street Reconstr Fund Trail Fund Sewer Fund Water Fund Total Transfers In 2,457,753 2,670,088 2,673,995 886,871 2,730,350 2,737,063 2,742,063 0 63,376 Actual Actual Budget YTD June Annual Requested Proposed Adopted 102,995 1996 1997 1998 1998 EST -98 1999 1999 1999 Revenues and Other Sources 46,258 116,150 117,207 114,707 96,129 103,404 105,086 Property Taxes 1,569,653 1,703,509 1,782,818 671,000 1,782,818 1,862,058 1,862,058 Licenses and Permits 205,460 236,672 172,300 97,086 171,600 172,400 172,400 Intergovernmental 427,468 450,186 450,877 17,143 454,932 454,805 454,805 Fines and Forfeitures 80,826 76,340 90,000 31,615 70,000 80,000 80,000 Charges for Service 45,244 63,209 71,500 12,158 50,000 52,100 52,100 Miscellaneous Revenue 129,102 140,172 106,500 57,869 201,000 115,700 120,700 Total Revenues Expenditures General Government Mayor and Council Administration General Government Finance Professional Services Planning and Zoning Municipal Building Total General Government Public Safety Police Fire Protection Protective Inspection Total Public Safety Public Works City Engineer Public Works Services Streets and Roadways Snow and Ice Removal Traffic Control /Street Lights Sanitation/Waste Removal Tree Maintenance Total Public Works Culture and Recreation Parks and Recreation Total Culture and Recreation Miscellaneous Capital Improvement Contingency Total Miscellaneous Total Expenditures Total Revenues Over (Under) Expenditures Fund Transfers In Liquor Fund Street Reconstr Fund Trail Fund Sewer Fund Water Fund Total Transfers In 2,457,753 2,670,088 2,673,995 886,871 2,730,350 2,737,063 2,742,063 0 63,376 53,748 61,650 23,582 53,650 55,999 50,499 100,984 102,995 103,246 55,840 103,222 105,068 105,068 112,213 108,639 119,565 46,258 116,150 117,207 114,707 96,129 103,404 105,086 47,897 105,086 108,881 108,381 146,919 174,034 125,800 195,118 328,481 152,000 152,000 97,548 98,338 109,546 47,096 103,940 104,547 104,147 93,425 100,667 92,150 14,727 92,307 93,150 92,550 710,594 741,825 717,043 430,518 902,836 736,852 727,352 0 467,676 505,479 557,306 287,264 551,756 545,428 543,428 136,942 152,348, 156,623 80,266 156,623 166,355 166,355 85,286 86,244 96,530 41,870 99,447 103,032 102,507 689,904 744,071 810,459 409,400 807,826 814,815 812,290 0 72,089 79,436 100,956 35,561 96,906 104,137 102,937 236,607 222,269 198,628 105,734 195,378 212,442 205,992 126,920 126,671 124,105 17,211 99,439 132,202 132,202 50,042 42,404 44,105 18,653 44,105 44,966 44,966 37,567 38,923 37,500 15,416 38,300 38,500 38,500 4,619 5,105 4,614 24,539 94,579 4,614 4,614 16,853 16,383 22,692 6,959 22,610 24,268 22,268 544,697 531,191 532,600 224,073 591,317 561,129 551,479 0 109,985 115,193 139,757 48,620 138,252 148,023 149,023 109,985 115,193 139,757 48,620 138,252 148,023 149,023 0 37,544 37,550 18,772 37,550 37,550 37,550 32,459 30,000 10,000 7,782 0 37,544 70,009 18,772 67,550 47,550 45,332 0 2,055,180 2,169,824 2,269,868 1,131,383 2,507,781 2,308,369 2,285,476 0 402,573 500,264 404,127 (244,512) 222,569 428,694 456,587 0 10,000 10,000 32,000 3,000 3,000 6,000 6,000 2,400 0 0 13,000 0 13,000 46,400 0 38 GENERAL FUND SUMMARY 1999 PROPOSED BUDGET Amounts to be Provided from General Fund Balance 21,613 0 71,898 244,512 253,456 84,293 0 General Fund Balance January 1 1,544,348 1,522,735 1,578,604 1,578,604 1,578,604 1,325,148 1,325,148 General Fund Balance December 31 1,522,735 1,578,604 1,506,706 1,334,092 1,325,148 1,240,855 1,325,148 39 Actual Actual Budget YTD June Annual Requested Proposed Adopted 1996 1997 1998 1998 EST -98 1999 1999 1999 Fund Transfers Out Equip Replacemt Fund (Pol) 0 0 800 800 800 800 Equip Replacemt Fund (PW) 104,186 109,395 113,225 113,225 117,187 117,187 Street Reconstr Fund 270,000 290,000 340,000 340,000 360,000 360,000 Park Capital Imp Fund 30,000 20,000 10,000 10,000 10,000 0 Public Facilities Fund 10,000 15,000 15,000 15,000 15,000 15,000 Stormwater Mgmt Fund 10,000 10,000 10,000 10,000 10,000 10,000 Total Fund Transfers Out 424,186 444,395 489,025 0 489,025 512,987 502,987 0 Excess (Deficiency) of Revenues and Other Financing Sources Over Expenditures and Other Uses (21,613) 55,869 (71,898) (244,512) (253,456) (84,293) 0 0 Amounts to be Provided from General Fund Balance 21,613 0 71,898 244,512 253,456 84,293 0 General Fund Balance January 1 1,544,348 1,522,735 1,578,604 1,578,604 1,578,604 1,325,148 1,325,148 General Fund Balance December 31 1,522,735 1,578,604 1,506,706 1,334,092 1,325,148 1,240,855 1,325,148 39 1997 ESTIMATED REVENUES BUDGET COMMENTS: GENERAL FUND REVENUES TAXES: The City levies property taxes to finance the general operating fund which provides municipal governmental services FISCAL DISPARITIES - Received with taxes above. In 1971, the legislature enacted this law to allow municipalities to share in metropolitan commercial/industrial growth. A percentage of commercial /industrial taxes are pooled and distributed to communities in the metropolitan area. LICENSE /PERMIT FEES: Rental Housing License Fees - License fees for rental housing units. License is valid for a term of three (3) years. Liquor License Fees Other Business Licenses - Fees for refuse hauler and tree trimming licenses. State Surcharge Collections - Surcharges collected on building permits equal to 0.5% of the improvement value. Building Permits - Permit fee based upon valuation of structure according to Uniform Building Code Schedule. Dog Licenses Other Non - business - Horse permit and alarm permit fees. INTERGOVERNMENTAL REVENUE: CDBG Grant - a federal block grant for community development purposes SNOW REMOVAL AID - a one -time relief aid to cities for unusual snow season 1996 -97 METROPOLITAN COUNCIL PLANNING GRANT - a grant from the Metropolitan Council for 1998 for land use and park and trail planning. HOMESTEAD AND AGRICULTURE CREDIT AID (HACA)- A State credit which reduces the tax levy LOCAL PERFORMANCE AID (LPA) - A State aid passed in the 1996 legislature which is given to jurisdictions which certify that they are either developing or have already incorporated the use of performance measurements in their budgeting process. PERA AID - A State aid approved in the 1997 legislature to fund an mandated increase of 0.70% in the City's contribution to PERA. MSA ROAD AID (Became eligible for this aid as of 1/1/90) Aid provided by the State of Minnesota to cities over 5,000 in population to maintain designated MSA roads. CHARGES FOR SERVICES: GENERAL GOVERNMENT The City provides services to the public for which a charge is collected such as assessment services, map sales, planning fees, etc. ENGINEERING - Fees charged to other City funds and developers for engineering services. RECREATION - fees charged to Freeman Park Foundation for park maintenance and Crescent Beach charges. FINES & FORFEITS - Fines imposed for traffic & ordinance violations. MISC. REVENUES - Revenue from a variety of sources such as interest income, special assessment searches, pop sales, and other miscellaneous revenues. TRANSFERS FROM OTHER FUNDS - For 1999, $32,000 from Street Reconstruction Fund for patching, $6,000 from Trail Fund for Trail Plan, $6,000 from Sewer Fund and $2,400 from Water Fund for overhead costs LIQUOR STORE TRANSFER - Profits from liquor operations. FUND BALANCE - Fund Balance allocated for 1999 budget purposes. 42 43 SUMMARY OF ESTIMATED REVENUES 1999 GENERAL FUND BUDGET REVENUES: Actual Actual Budget YTD June Annual Requested Proposed Adopted TAXES: 1996 1997 1998 1998 EST -98 1999 1999 1999 General Property 1,509,592 1,642,325 1,782,818 671,000 1,720,818 1,862,058 1,862,058 Fiscal Disparities 60,061 61,184 62,000 Special Levy TOTAL TAXES 1,569,653 1,703,509 1,782,818 671,000 1,782,818 1,862,058 1,862,058 0 LICENSE /PERMIT: Rental Housing 245 Surcharge Rebate Alcoholic Beverages 8,150 8,150 8,150 8,150 8,150 8,150 8,150 Others - Business 2,525 1,800 1,500 425 1,500 1,500 1,500 State Surcharge 7,681 8,626 7,500 3,447 7,500 7,500 7,500 Building Permits 180,992 213,593 150,000 84,127 150,000 150,000 150,000 Tree Trimming Licenses 210 150 150 60 150 150 150 Dog Licenses 1,882 2,428 2,000 1,177 2,200 2,000 2,000 Others -Misc. 3,775 1,925 3,000 100 2,100 3,100 3,100 TOTAL LICENSE/PERMIT 205,460 236,672 172,300 97,486 171,600 172,400 172,400 0 INTER - GOVERNMENTAL REVENUES FEDERAL AIDS CDBG Grant 5,000 6,600 6,600 STATE AIDS Snow Removal Aid (1 year only) 5,520 Metro Council Planning Grant 4,000 3,393 3,393 HACA 413,718 420,880 421,496 421,282 421,282 421,282 Local Performance Aid 7,660 9,131 9,131 8,422 8,422 PERA Aid 2,376 2,500 2,376 4,751 4,751 MSA Road Aid 13,750 13,750 13,750 13,750 13,750 13,750 13,750 Total State Aids 427,468 450,186 450,877 17,143 449,932 448,205 448,205 0 TOTAL INTERGOVERNMENTAL 427,468 450,186 450,877 17,143 454,932 454,805 454,805 0 CHARGES FOR SERVICE: General Government 10,450 16,416 10,000 3,803 10,000 9,500 9,500 Engineering 27,911 34,223 52,500 8,355 30,000 30,000 30,000 Recreation 6,883 12,570 9,000 10,000 12,600 12,600 TOTAL CHARGES FOR SERVICE 45,244 63,209 71,500 12,158 50,000 52,100 52,100 0 FINES & FORFEITS 80,826 76,340 90,000 31,615 70,000 80,000 80,000 MISC REVENUES 129,102 140,172 106,500 57,869 201,000 115,700 120,700 TRANSFERS From Other Funds 13,000 13,000 46,400 From Liquor Stores TOTAL TRANSFERS 0 0 13,000 0 13,000 0 46,400 0 TOTAL REVENUES 2,457,753 2,670,088 2,686,995 887,271 2,743,350 2,737,063 2,788,463 0 OTHER FUNDING SOURCES: FUND BALANCE 0 0 71,898 TOTAL REVENUES & OTHER FUNDING 2,457,753 2,670,088 2,758,893 887,271 2,743,350 2,737,063 2,788,463 0 SOURCES 43 FUND: General DEPARTMENT MISSION: The Mayor and City Council set policy for the City DEPARTMENT: Mayor and Council and provide general direction to the Administrator in policy implementation. The department budget DEPT NO: 51 supports council development, information efforts and special City associations and programs. DESCRIPTION OF ACTIVITY: The City Council meets twice montly and in periodic special workshops to consider and adopt legislative and administrtive policies that pertain to the services provided to citizens. OBJECTIVES: - Televise all City Council meetings - Inform citizens through monthly city newsletters - Identify and address zoning issues for specific sites for senior housing projects - Undertake a meaningful goal setting session during 1999 HIGHLIGH /COMMENTS: Staffing: City Council Salaries Supplies /Materials: Awards and misc. supplies Support Services: Christmas Lake Milfoil Inspections (2) Conferences and Seminars Appreciation Function for City Volunteers /Staff City Newsletters (12) & Council Brochure Charges & Fees: Lake Minnetonka Conservation District (LMCD) Assn of Metro Municipalities League of MN Cities .. FUND: #10 DEPARTMENT: Mayor and Council BUDGET DEPT # 51 ITEM Actual 1996 Actual 1997 Budget YTD June 1998 Annual Requested Proposed Adopted ed • 1998 Est -98 1998 1999 p 1999 Staffing 13,564 13,564 13,564 6,782 13,564 13,564 Supplies /Materials 13,564 0 1,503 1,207 1,200 387 1,200 1,200 1,200 Support Services 11,172 11,342 19,900 3,587 11,900 0 16,900 12,400 0 Charges &Fees 24,750 27,635 26,986 12,913 26,986 24,335 Capital Outlay 23,335 0 0 0 0 0 0 0 0 0 Transfers TOTAL 0 50,989 0 53,748 0 0 61,650 23,669 0 53,650 0 55,999 0 0 50,499 0 SERVICE INDICATORS: Conferences & Schools Attended 0 Newsletters Published 3 No. of Council Mtgs. 4 12 No. of Workshops /Special 22 23 Agenda Items 11 20 Ordinances & 309 400 Resolutions Adopted 140 140 COST INDICATORS: Expenditures 50,989 53,748 61,650 23,669 53,650 55,999 50,499 0 - Program Revenues _- = Levy Dollars 50,989 53,748 61,650 23,669 53,650 55,999 50,499 0 STAFFING: Part time: Mayor Mayor 1.00 4.00 1.00 4.00 1.00 1.00 1.00 1.00 1.00 1.00 4.00 4.00 4.00 4.00 4.00 4.00 45 FUND: General DEPARTMENT MISSION: To implement policy established by the City Council; offer DEPARTMENT: Administration staff support to the City Council in its policy making role; and manage day -to -day operations of the City in a manner DEPT NO: 52 consistent with established City values to effectively and efficiently meet set goals & objectives. DESCRIPTION OF ACTIVITY: The City Administrator directs City departmental operations to ensure compliance with policies established by the City Council and with state and federal laws. The department supports the City Council by managing Council agendas, directing the flow of information and requests for action to the Council. OBJECTIVES: - Take a leadership role in intergovemmental cooperative efforts in the Lake Minnetonka area - Review City objectives each quarter - Coordinate subregional affordable housing issues - Further develop Shorewood Improvement Program HIGHLIGHTS /COMMENTS: Staffing: Includes step increases Supplies /Materials: Maintenance contracts on computer equipment Miscellaneous books & supplies Support Services: Labor Relations Associates Contract Conference, mileage, meetings & seminars Charges & Fees: Memberships to ICMA, MCMA, MAMA, MPELRA & Rotary 46 FUND: #10 DEPARTMENT: Administration DEPT # 52 BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted ITEM 1996 1997 1998 1998 EST -98 1999 1999 1999 Staffing 93,895 95,307 95,046 50,743 95,046 98,193 98,193 0 Supplies /Materials 517 530 575 86 575 575 575 0 Support Services 5,871 6,281 6,900 4,310 6,900 5,550 5,550 0 Charges & Fees 701 877 725 701 701 750 750 0 Capital Outlay 0 0 0 0 0 0 0 0 Transfers 0 0 0 0 0 0 0 0 TOTAL 100,984 102,995 103,246 55,840 103,222 105,068 105,068 0 SERVICE INDICATORS: Council Meetings 33 36 Council Agenda Items 309 400 Park Comm. Meetings 9 20 Staff Meetings 39 52 COST INDICATORS: Expenditures 100,984 102,995 103,246 55,840 103,222 105,068 105,068 0 - Program Revenues 0 0 0 0 0 0 0 0 = Levy Dollars 100,984 102,995 103,246 55,840 103,222 105,068 105,068 0 STAFFING: Full Time: Admistrator /Clk 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Exec Sec /Dep Clk .33 .33 .33 .33 .33 .33 .33 .33 47 FUND: General DEPARTMENT MISSION: Provide staff support for the City Council including DEPARTMENT: General Government preparation of agendas and meeting packets. Responsible for City Clerk functions including DEPT NO: 53 elections, records retention, notices and licenses. DESCRIPTION OF ACTIVITY: This department provides for the preparation for and supervision of State /Federal Primary City General and Special elections by the Deputy City Clerk. It also provides for general reception and secretarial duties in the City offices, as well as the recording secretary for City Council meetings. The Deputy Clerk is the official recordkeeper of minutes and permanent records, and supervises all staff in this area. This department is responsible for all licensing fuctions. It also oversees implementation of the City communications plan and provides for the administration and maintenance of the city hall computer network. OBJECTIVES: - Update City Code in -house on an annual basis - Implement archival computer system for documents in lieu of microfilming - Continue to improve public relations by providing responses in a timely manner and through expanded communications effort - Continue to improve City newsletter quality - Monitor and report on effectiveness of communications plan - Develop orientation package for new commission members and staff - Update existing personnel relationship policy handbook; update all job descriptions HIGHLIGHTS /COMMENTS: Staffing: Includes step increases and new full -time clerical position Part time includes permanent part-time clerical employee Seasonal includes Summer clerical Supplies /Materials: Office supplies Maintenance contracts for computers and office machines Support Services: Records retention of permanent documents Conference, mileage and Seminars Publication of legal notices for all General Fund Depts Updates to city code Council Recording Secretary Computer Consulting and Training Charges & Fees: Memberships to IIMC, MCFOA & Municipals Capital Outlay: Voting Booths FUND: #10 BUDGET - ITEM DEPARTMENT: General Government Services Actual Actual Budget YTD June 1996 1997 1998 1998 Annual EST -98 Requested Proposed 1999 1999 DEPT # 53 Adopted 1999 Staffing 78,669 73,632 83,715 34,513 83,815 82,657 82,657 0 Supplies /Materials 17,491 16,118 19,500 5,732 16,000 17,000 17,000 0 Support Services 14,868 18,724 13,850 5,828 13,850 13,850 13,850 0 Charges & Fees 185 165 200 185 185 200 200 0 Capital Outlay 1,000 0 2,300 0 2,300 1,000 1,000 0 Transfers 0 0 0 0 0 0 0 0 I U I AL 112,213 108,639 119,565 46,258 116,150 114,707 114,707 0 SERVICE INDICATORS: .67 .67 .67 .67 .67 .67 .70 .70 No. of Elections held 2 .70 0 .70 .70 -- 0.25 0.25 No. of Ordinances 17 0.25 10 0.25 .50 1.00 1.00 1.00 No. of Resolutions 123 1.00 130 Dog licenses issued 390 400 Other licenses issued 28 30 Council Agendas 33 36 COST INDICATORS: Expenditures 112,213 108,639 119,565 46,258 116,150 114,707 114,707 0 - Program Revenues Licenses 16,542 14,453 14,800 9,912 14,100 14,900 14,900 Sale of copies 815 681 800 622 1,000 1,000 1,000 = Levy Dollars 94,856 93,505 103,965 35,724 101,050 98,807 98,807 0 STAFFING: Full time: Exec Sec /Dep Clk Secretary/Recept Clerical Part time: Clerical Seasonal: Summer Clerical Election Judges .67 .67 .67 .67 .67 .67 .67 .67 .70 .70 .70 .70 .70 .70 .70 .70 -- 0.25 0.25 0.25 0.25 0.25 0.25 0.25 .50 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 -- 40.00 -- -- -- 1.00 1.00 1.00 -- 32.00 32.00 .• FUND: General DEPARTMENT MISSION: To administer financial policies of the City; perform DEPARTMENT: Finance accounting functions for all fund types; invest - available funds in accordance with State Statutes; DEPT NO: 54 oversee City insurance policies; and provide for timely reporting of financial matters to City Council staff and the public. DESCRIPTION OF ACTIVITY: Finance is responsible for processing all financial transactions of the City in accordance with Federal, State and Local laws, and in compliance with Generally Accepted Accounting Principles. Transactions include accounts payable, account receivable, payroll, investments, utility billing, special assessments, risk management, personnel benefits and financial reporting. The Finance Director is responsible for the preparation and administration of the City budget. OBJECTIVES: - Prepare annual budget document and submit to GFOA Distinguished Budget Award Program - Prepare CAFR for submittal to GFOA Certificate of Excellence Program - Provide monthly reports to staff, quarterly reports to City Council - Improve Capital Improvement Annual Budget format - Review debt issues and make recommendations on debt structure - Establish finanicial policies and procedures manual - Implement Revised Chart of Accounts - Implement multi -year budgeting format HIGHLIGHTS /COMMENTS: Staffing: Includes step increases Supplies /Materials: Computer supplies, checks & budget supplies Maintenance contracts for computer and office equipment Miscellaneous supplies Support Services: Conferences, Mileage, Meetings & Seminars Publication of Financial Statements & Budgets Charges & Fees: Memberships to GFOA & MGFOA Subscription to GFOA periodicals Submittal fee - GFOA Certificate of Excellence Program Submittal fee - GFOA Distinguished Budget Award Program Bank & Broker service charges Capital Outlay: 50 FUND: #10 DEPARTMENT: Finance DEPT # 54 BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted ITEM 1996 1997 1998 1998 EST -98 1999 1999 1999 Interest Earnings 95,709 99,370 85,000 50,384 90,000 Staffing 87,919 93,915 93,486 45,724 93,486 96,581 96,581 0 Supplies /Materials 4,114 2,518 3,300 339 3,300 3,900 3,900 0 Support Services 3,452 6,261 7,200 1,234 7,200 7,600 7,100 0 Charges & Fees 644 710 800 600 800 800 800 0 Capital Outlay 0 0 300 0 300 0 0 0 Transfers 0 0 0 0 0 0 0 0 TOTAL 96,129 103,404 105,086 47,897 105,086 108,881 108,381 0 SERVICE INDICATORS: No. Monthly Statements 11 12 12 No. Accounts Payable Checks Issued 2,442 2,500 Utility Bills Sent 10,799 10,800 No. of Payroll Checks Issued 1,245 1,250 No. of Sp. Assess. Rolls Maintained 24 30 COST INDICATORS: Expenditures 96,129 103,404 105,086 47,897 105,086 108,881 108,381 0 - Program Revenues Interest Earnings 95,709 99,370 85,000 50,384 90,000 90,000 95,000 Sp. Assess. Searches 300 390 700 270 500 500 500 = Levy Doll 120 3,644 19,386 (2,757) 14,586 18,381 12,881 0 STAFFING: Full time: Finance Dir 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Sr Acctg Clerk .60 .60 .60 .60 .60 .60 .60 .60 51 FUND: General DEPARTMENT MISSION: Provide contracted professional services to the City DEPARTMENT: Professional Services including general legal, prosecution, financial D EPT NO: 55 audit and property assessment. DESCRIPTION OF ACTIVITY: This department provides for contracted legal, assessing and auditing services for the City. Legal services include general counsel to the City Council, litigation and prosecution of criminal misdemeanors. Assessing services provide property valuation information for tax purposes. Audit services provide for the annual financial audit required by Minnesota State Statutes. OBJECTIVES: - Contain costs on contracted professional services - Attempt to utilize mediation services to avoid litigation HIGHLIGHTS /COMMENTS: Supplies /Materials: Supplies for City Assessor Support Services: Includes general legal fees and prosecutions, mediation services, assessing contract and annual audit services 52 FUND: #10 DEPARTMENT: Professional Services No. of parcels 2,925 DEPT # 55 BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted ITEM 1996 1997 1998 1998 EST -98 1999 1999 1999 = Levy Dollars 127,919 155,034 106,800 176,118 309,481 133,000 133,000 0 Other Dollars Staffing 0 0 0 0 0 0 0 0 Supplies /Materials 1,101 1,292 1,000 839 1,000 1,000 1,000 0 Support Services 145,818 172,742 124,800 194,279 327,481 151,000 151,000 0 Charges & Fees 0 0 0 0 0 0 0 0 Capital Outlay 0 0 0 0 0 0 0 0 Transfers 0 0 0 0 0 0 0 0 TOTAL 146,919 174,034 125,800 195,118 328,481 152,000 152,000 0 SERVICE INDICATORS: No. of parcels 2,925 2,980 No. of litigations 5 3 No. of City Funds 28 23 COST INDICATORS: Expenditures 146,919 174,034 125,800 195,118 328,481 152,000 152,000 0 - Program Revenues Fines 19,000 19,000 19,000 19,000 19,000 19,000 19,000 = Levy Dollars 127,919 155,034 106,800 176,118 309,481 133,000 133,000 0 Other Dollars STAFFING: 53 FUND: General DEPARTMENT MISSION: Guide and control the physical development of DEPARTMENT: Planning & Zoning the community. Coordinate and implement long range city -wide and area planning activities. DEPT NO: 56 DESCRIPTION OF ACTIVITY: This department is responsible for the review of development proposals, preparing and updating the City's Comprehensive Plan, and other long range planning activities. It provides for administration and enforcement of the City's zoning codes, and preparation and upkeep of zoning, subdivision, floodplain and other planning and zoning related ordinances. �9kyj*3 - Establish an action plan to implement Comprehensive Plan - Begin work on a short-term implementation plan - Complete a Housing Plan Update - Complete GIS parcel data base - Update /enhance city maps - Update /enhance procedure handouts HIGHLIGHTS /COMMENTS: Staffing: Includes step increases Supplies /Materials: Maintenance contracts for computer & office equipment Miscellaneous supplies Support Services: Traffic Counts Database Technical Assistance Recording Secretary for Planning Commission Meetings Air time for cellular phone Conferences, mileage, meetings & seminars Charges & Fees: Memberships to APA, MN APA, Sensible Land Use Coalition Subscriptions to APA Journal & Zoning News Capital Outlay: Cellular Phone, 4- drawer File 54 FUND: #10 DEPARTMENT: Planning & Zoning DEPT # 56 BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted ITEM 1996 1997 1998 1998 EST -98 1999 1999 1 9gA Staffing 88,780 90,515 92,391 43,338 88,515 91,447 91,447 0 Supplies /Materials 1,095 859 1,400 425 675 900 900 0 Support Services 7,382 5,770 14,850 3,230 13,850 11,350 10,950 0 Charges & Fees 291 427 405 103 400 400 400 0 Capital Outlay 0 767 500 0 500 450 450 0 Transfers 0 0 0 0 0 0 0 0 TOTAL 97,548 98,338 109,546 47,096 103,940 104,547 104,147 0 Full time: SERVICE INDICATORS: No. of zoning apps. 29 40 No. of zoning compints 22 30 Planning Comm. Meetings 10 12 Planning Comm. Work Sessions 10 12 COST INDICATORS: Expenditures 97,548 98,338 109,546 47,096 103,940 104,547 104,147 0 - Program Revenues Zoning Appl. Fees 9,319 15,345 8,000 3,032 8,000 8,000 8,000 Bldg. Permit Carryover 103,632 135,975 60,970 45,407 58,053 54,468 54,493 (from Prot. Inspection) = Levy Dollars (15,403) (52,982) 40,576 (1,343) 37,887 42,079 41,654 0 STAFFING: Full time: Planning Dir .95 .95 .95 .95 .95 .95 .95 .95 Planning Asst. .70 .70 .70 .70 .70 .70 .70 .70 Part Time: Clerical -- 1.00 1.00 -- -- -- -- -- 55 FUND: General DEPARTMENT: Municipal Bldg - City Hall DEPT NO: 57 DEPARTMENT MISSION: Provide for the physical operation of City Hall: utilities; maintenance of office equipment and the building structure; and provide for the City's general liability, property, auto and workers' compensation insurance. DESCRIPTION OF ACTIVITY: The Municipal Building department provides for maintenance of all equipment located in the City Hall, and for janitorial services to furnish a clean environment in which to conduct City business. General Liability, Property and Casualty insurance coverages are also provided under this department. OBJECTIVES: - Maintain existing facilities at current level or better - Dispose of outdated items in storage area and establish filing system for archived records HIGHLIGHTS /COMMENTS: Supplies /Materials: Maintenance contracts for copiers, telephones and office equipment Maintenance to city hall building Software upgrades City Hall supplies Support Services: City Hall janitorial, rug services, & pest control Utilities and phone service for City Hall Insurance coverage for all city depts except enterprise funds Charges & Fees: Rental of postage meter and pop machine Special Assessments on City owned property Sales and Use Tax Payments Capital Outlay: Office Chair 56 FUND: #10 DEPARTMENT: Municipal Building - City Hall DEPT # 57 BUDGET ITEM Actual 1996 Actual 1997 Budget YTD June 1998 1998 Annual EST -98 Requested 1999 Proposed 1999 Adopted 1999 Staffing 0 0 0 0 0 0 0 0 Supplies /Materials 9,472 8,181 10,000 4,193 9,500 10,000 10,000 0 Support Services 71,816 75,146 77,800 7,533 77,800 77,800 77,800 0 Charges & Fees 4,066 4,108 4,350 2,344 4,350 4,350 4,350 0 Capital Outlay 8,071 13,232 0 657 657 1,000 400 0 Transfers 0 0 0 0 0 0 0 0 TOTAL 93,425 100,667 92,150 14,727 92,307 93,150 92,550 0 SERVICE INDICATORS: Number of copies 200,000 250,000 COST INDICATORS: Expenditures 93,425 100,667 92,150 14,727 92,307 93,150 92,550 0 - Program Revenues Insurance rebate 25,519 34,512 15,000 4,693 18,000 18,000 18,000 = Levy Dollars 67,906 66,155 77,150 10,034 74,307 75,150 74,550 0 Other Dollars STAFFING: 57 FUND: General DEPARTMENT MISSION: To provide a modern, flexible, full- service criminal DEPARTMENT: Police justice agency which is responsive to community needs. DEPT NO: 58 DESCRIPTION OF ACTIVITY: The Police Department is a cooperative joint venture between the cities of Excelsior, Greenwood, Shorewood and Tonka Bay. Through this venue, the department provides for the protection of the safety and well -being of citizens in the community, the prevention and detection of crime, and the enforcement of all local, state and federal laws in a cost - efficient manner. Costs and staff are allocated to each of the participating cities proportionate to the amount of time spent in each city. For 1998, the pro -rata share of costs and staff time for City of Shorewood is estimated at 46.0 %. OBJECTIVES: - Increase street patrol time HIGHLIGHTS /COMMENTS: Supplies /Materials: Service for civil defense sirens Fuel /maintenence for Snowmobile Snowmobile mailings, Signs for Trails Support Services: Police services contract for 1998 Full -time Traffic Control Specialist Prisoner expense, court officer expense, & booking fees Annual Police Auxilliary Dinner Transfers: Transfer to Equipment Repaacment Fund for Snowmobile Replacement FUND: #10 DEPARTMENT: Police DEPT # 58 BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted ITEM 1996 1997 1998 1998 EST -98 1999 1999 1999 Staffing 0 0 0 0 0 0 0 0 Supplies /Materials 1,043 1,132 1,150 36 1,600 1,600 1,600 0 Support Services 466,633 504,347 556,156 287,225 550,156 543,828 541,828 0 Charges & Fees 0 0 0 0 0 0 0 0 Capital Outlay 0 0 0 0 0 0 0 0 Transfers 0 0 800 0 800 800 800 0 TOTAL 467,676 505,479 558,106 287,261 552,556 546,228 544,228 0 SERVICE INDICATORS: 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Initial complaint reports 19,087 2.00 20,000 2.00 2.00 2.00 2.00 2.00 Clearance rate - ICR's 97.6% 2.00 97.0% 2.00 2.00 2.00 2.00 2.00 Part I crimes (serious) 221 7.00 250 7.00 7.00 7.00 7.00 7.00 Part II crimes (other) 569 1.00 600 1.00 1.00 1.00 1.00 1.00 Clearance rate (Parts I & II) 64% 1.00 60% 1.00 1.00 1.00 1.00 1.00 Statewide clearance rate Unknown 2.00 38% 2.00 2.00 2.00 2.00 2.00 Citations issued 5,398 5,500 Police vehicles 8 8 Shorewood demand 47.1% 48.5% COST INDICATORS: Expenditures 467,676 505,479 558,106 287,261 552,556 546,228 544,228 0 - Program Revenues Fines 61,826 57,340 71,900 31,615 70,000 80,000 80,000 = Levy Dollars 405,850 443,653 486,206 255,646 482,556 466,228 464,228 0 STAFFING: Chief 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Lieutenant 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Sergeant 2.00 2.00 2.00 2.00 2.00 2.00 2.00 2.00 Investigator * 2.00 2.00 2.00 2.00 2.00 2.00 2.00 2.00 Patrol Officer 7.00 7.00 7.00 7.00 7.00 7.00 7.00 7.00 Traffic Control Officer 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Administrative Clerk 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Clerk/Typist (part time) ** 2.00 2.00 2.00 2.00 2.00 2.00 2.00 2.00 * 1 Juvenile Specialist ** 2 Part time @ .6 59 FUND: General DEPARTMENT MISSION: Provide the highest possible quality of fire DEPARTMENT: Fire Protection suppression, prevention and eduction services, and First Responder emergency medical services. DEPT NO: 59 DESCRIPTION OF ACTIVITY: Fire services are contracted by the City through the cities of Excelsior and Mound. This department provides for the protection of life and property of the citizens of the community through fire prevention and suppression, fire inspection, building inspection, fire code enforcement and emergency medical services. OBJECTIVES: HIGHLIGHTS /COMMENTS: Support Services: Fire contracts with Mound ($8,949) and Excelsior ($157,406) •1 FUND: #10 DEPARTMENT: Fire Protection DEPT # 59 BUDGET ITEM Staffing Supplies /Materials Support Services Charges & Fees Capital Outlay Transfers TOTAL Actual Actual Budget YTD June Annual Requested Proposed Adopted 1996 1997 1998 1998 EST -98 1999 1999 1999 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 136,942 151,893 156,623 80,266 156,623 166,355 166,355 0 0 0 0 0 0 0 0 0 0 455 0 0 0 0 0 0 0 0 0 0 0 0 0 0 136,942 152,348 156,623 80,266 156,623 166,355 166,355 0 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Captain SERVICE INDICATORS: Fire calls 135 135 Rescue calls 125 125 Inspection hours 25 25 Investigation hours 34 35 Other hours ' 405 400 Cost of emergency 166,355 0 response 121,942 140,333 Cost of inspection/ 0 0 investigation 15,000 16,290 includes plan review, paperwork, complaint investigation, tank removals, burning permits, etc. COST INDICATORS: Expenditures 136,942 152,348 156,623 80,266 156,623 166,355 166,355 0 - Program Revenues 0 0 0 0 0 0 0 0 = Le Dollars 136,942 152,348 156,623 80, 266 156,623 166,355 166,355 0 STAFFING: Chief 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Asst. Chief 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Captain 2.00 2.00 2.00 2.00 2.00 2.00 2.00 2.00 Lieutenants 4.00 4.00 4.00 4.00 4.00 4.00 4.00 4.00 Fire Marshall 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Training Officer 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Firefighters 37.00 37.00 37.00 37.00 37.00 37.00 37.00 37.00 .m FUND: General DEPARTMENT MISSION: Enforce construction safety and related building DEPARTMENT: Protective Inspection codes through plan review and inspections. Enforce animal control ordinances. DEPT NO: 60 DESCRIPTION OF ACTIVITY: This department provides for the issuance building and construction permits, review of construction plans and specifications, enforcement of all building codes under the Uniform Building Code, inspection of rental housing units, and inspection of zoning violations. The department also provides for contractual animal control, which includes patrol, detention and disposition of stray domestic animals. OBJECTIVES: - Increase and enhance public information through the development of at least two handouts relative to building codes - Draft an article for each City newsletter - Explore joint inspection possibilities with adjoining communities - Enhance environmental inspections HIGHLIGHTS /COMMENTS: Staffing: Includes step increases Supplies /Materials: Maintenance contracts on computer and office equipment Miscellaneous supplies Support Services: Contractual inspections during vacations, sick leave Conferences, mileage, meetings & seminars Printing of application forms Animal control contracts with City of Orono and Claws, Paws & Hooves Charges & Fees: Membership to ICBO Remittances to state of permit surcharges collected Capital Outlay: 62 FUND: #10 DEPARTMENT: Protective Inspection DEPT # 60 BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted ITEM 1996 1997 1998 1998 EST -98 1999 1999 1999 Staffing 59,912 61,488 70,180 31,858 70,180 72,682 72,682 0 Supplies /Materials 847 48 600 81 575 650 625 0 Support Services 16,971 16,299 18,500 9,169 21,500 22,600 22,100 0 Charges & Fees 7,556 8,409 7,100 655 7,085 7,100 7,100 0 Capital Outlay 0 0 150 107 107 0 0 0 Transfers 0 0 0 0 0 0 0 0 TOTAL 85,286 86,244 96,530 41,870 99,447 103,032 102,507 0 STAFFING: SERVICE INDICATORS: No. of permits issued 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 New Homes 38 .05 30 .05 .05 .05 .05 .05 Additions /Other 571 .30 500 .30 .30 .30 .30 .30 Avg inspections /permit .10 .10 .10 .10 .10 .10 .10 .10 New Homes 8 -10 8 -10 8 -10 8 -10 8 -10 8 -10 8 -10 Additions /Other 2 -8 2 -8 2 -8 2 -8 2 -8 2 -8 2 -8 No. of complaints 20 20 COST INDICATORS: Expenditures 85,286 86,244 96,530 41,870 99,447 103,032 102,507 0 - Program Revenues Building Permits 180,992 213,593 150,000 84,127 150,000 150,000 150,000 State Surcharges 7,681 8,626 7,500 3,447 7,500 7,500 7,500 Rental Housing Licenses 245 0 0 0 0 0 0 - = Levy Dollars (103,632) (135,975) (60,970) (45,704) (58,053) (54,468) (54,993) 0 STAFFING: Full time: Building Official 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Planning Dir .05 .05 .05 .05 .05 .05 .05 .05 Planning Asst .30 .30 .30 .30 .30 .30 .30 .30 Secretary/Recept .10 .10 .10 .10 .10 .10 .10 .10 63 FUND: General DEPARTMENT MISSION: DEPARTMENT: City Engineer Provide engineering and construction management services for the City. DEPT NO: 61 DESRIPTION OF ACTIVITY: This department is responsible for general engineering services in the City, as well as preparation of feasibility studies, plans and specifications, and on -site inspection of City projects. The City Engineer also reviews all development proposals and plans. OBJECTIVES: - Complete an inventory of right -of -way needs on collector street system - Keep construction project files up -to -date and accurate - Communicate in written form to affected residents at least two (2) times during a construction project - Keep change orders at less than 5% of original contract amount - Provide in -house engineering at or below 15% of project construction cost - Keep in -house design below 7% of project cost - Provide good public relations with property owners adjacent to construction projects HIGHLIGHTS /COMMENTS: Staffing: City Engineer, including step increases 25% of full time clerical Supplies /Materials: Computer maintainance contract Books, Materials and Software Support Services: Contractual engineering for 1999 Contractual engineering technical assistance Cellular phone Airtime Conferences and mileage Charges & Fees: Subscriptions and Memberships Capital Outlay: •, FUND: #10 DEPARTMENT: City Engineer DEPT # 61 BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted ITEM 1996 1997 1998 1998 EST -98 1999 1999 1999 Staffing 57,509 62,236 81,906 34,359 81,906 84,787 84,787 0 Supplies /Materials 320 43 1,050 62 200 1,050 1,050 0 Support Services 7,805 16,935 17,500 1,027 14,600 17,400 16,900 0 Charges & Fees 239 89 300 113 200 300 200 0 Capital Outlay 6,216 133 200 0 0 600 0 0 Transfers 0 0 0 0 0 0 0 0 TOTAL 72,089 79,436 100,956 35,561 96,906 104,137 102,937 0 SERVICE INDICATORS: City Engineer Hrs spent on City Projects 591 600 Hrs charged to developers 400 COST INDICATORS: Expenditures 72,089 79,436 100,956 35,561 96,906 104,137 102,937 0 - Program Revenues Public Projects 26,411 34,223 52,500 8,355 30,000 30,000 30,000 Private Projects 1,500 -- __ __ Other = Levy Dollars 44,178 45,213 48,456 27,206 66,906 74,137 72,937 0 STAFFING: Full time: City Engineer 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Clerical -- 0.25 0.25 0.25 0.25 0.25 0.25 0.25 Part time: Clerical .50 __ __ __ 65 FUND: General DEPARTMENT: Public Works Service DEPT NO: 62 DEPARTMENT MISSION: Provide supervision and support for all public works functions; provides for public works utilities, shop and equipment maintenance and fuels DESCRIPTION OF ACTIVITY: . The Public Works Service department is responsible for all general public works duties, maintenance of all public works equipment, and maintenance of the public works facility. OBJECTIVES: - Perform preventative maintenance on all equipment within 100 miles or 10 hours of scheduled service - Perform 90% of City building repairs and preventative maintenance using City personnel HIGHLIGHTS /COMMENTS: Staffing: Includes step increases 25% of new clerical position Supplies /Materials: Includes motor fuel, maintenance of equipment and buildings, and inventory supply items Support Services: Uniforms for crew Janitorial Services Utilities and telephone service for public works building Conference, mileage, meetings & seminars Miscellaneous - damage to private property (mailboxes, etc) Charges & Fees: Miscellaneous equipment rentals Membership to MN Street Superintendents Assn Capital Outlay: Replacement Radio Copier Transfers: Transfer to Equipment Replacement Fund •. FUND: #10 DEPARTMENT: Public Works Service DEPT # 62 BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted ITEM 1996 1997 1998 1998 Est -98 1999 1999 1999 Staffing 181,638 173,382 142,628 78,343 142,628 148,342 148,342 0 Supplies /Materials 36,881 32,008 36,800 17,712 34,200 37,500 35,700 0 Support Services 17,764 15,878 18,300 6,818 17,650 20,400 19,800 0 Charges & Fees 324 1,001 900 300 900 900 900 0 Capital Outlay 0 0 0 0 0 5,300 1,250 0 Transfers TOTAL 104,186 109,395 113,225 0 113,225 117,187 117,187 0 340,793 331,664 311,853 103,173 308,603 329,629 323,179 0 SERVICE INDICATORS - No of Gopher One calls 2,444 2,500 No of vehicle repairs 98 100 COST INDICATORS• Expenditures 340,793 331,664 311,853 103,173 308,603 329,629 323,179 0 - - Program Revenues = Levy Dollars 340,793 331,664 311,853 103,173 308,603 329,629 323,179 0 STAFFING: Full time: Supervisor of Oper. & Maint. 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Lt Equip Oper Clerical 1.60 1.90 1.90 1.90 1.90 1.90 1.90 1.90 -- 0.25 0.25 0.25 0.25 0.25 0.25 0.25 Part time: Clerical .50 -- -- 67 FUND: General DEPARTMENT MISSION: DEPARTMENT: Streets & Roadways To maintain and upgrade City streets, parking areas and storm water control systems in an efficient and DEPT NO: 63 economical manner DESCRIPTION OF ACTIVITY- Includes ongoing maintenance consisting of street patching, street sweeping, roadside mowing, painting of lane markings, minor storm sewer repair, and the annual sealcoating program. OBJECTIVES: - Develop a pavement management system to aid in scheduling of street projects - Paint lane markings on all designated streets - Sweep each City street at least once annually - Mow roadsides at least twice annually - Mow boulevards at least 6 times annually - Visually inspect storm drainage grates annually and repair as needed HIGHLIGHTS/COMMENTS: Staffing: Includes step increases Supplies /Materials: Rock, gravel & bituminous for street & road repair Support Services: Safety training Contracted road striping Transfers: Transfer to Street Replacement Fund •S FUND: #10 DEPARTMENT: Streets& Roadways DEPT # 63 BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted ITEM 1996 1997 1998 1998 EST -98 1999 1999 1999 Staffing Supplies /Materials Support Services Charges & Fees Capital Outlay Transfers 65,072 72,658 90,505 33,779 32,733 30,000 28,069 21,280 3,600 0 0 0 0 0 0 270,000 290,000 340,000 16,315 65,939 896 30,000 0 3,500 0 0 0 0 0 340,000 920 416,671 464,105 SERVICE INDICATORS: 416,671 464,105 17,211 439,439 492,202 492,202 0 Miles of street 6,100 0 0 State 3 3 3 County 2 2 2 City - MSA 9 9 9 City - Local 38 40 40 Miles Sealcoated 5 5 5 Tons of patch material 1,110 1,200 COST INDICATORS: Expenditures 396,920 416,671 464,105 17,211 439,439 492,202 492,202 0 - Program Revenues 6,100 0 0 MSA Maintenance 13,750 13,750 13,750 13,750 13,750 13,750 13,750 Transfer from Street Fund 492,202 32,000 Budgeted Reserve -- -- 35,000 35,000 = Levy Dollars 383,170 402,921 415,355 (31,539) 425,689 478,452 446,452 0 STAFFING: Full time: Lt Equip Oper /Foreman 2.50 2.20 2.20 2.20 2.20 2.20 2.20 2.20 17,211 439,439 94,102 94,102 32,000 32,000 6,100 6,100 0 0 0 0 360,000 360,000 492,202 492,202 •• FUND: General DEPARTMENT MISSION: DEPARTMENT: Snow & Ice Removal Provide snow and ice control for public streets and City owned parking lots to ensure the safe and DEPT NO: 64 efficient movement of traffic DESCRIPTION OF ACTIVITY: This department is reponsible for the plowing and removal of snow after a 2 -inch or greater snowfall has occured. Street sanding with a salt/sand mixture is used as a measure of ice control, and is performed as needed. OBJECTIVES: - Remove snow and ice and complete salt/sand operations within 14 hours after the end of a snow event - Complete widening and clean up functions within 48 hours of a snow event HIGHLIGHTS /COMMENTS: Staffing: Includes step increases Supplies /Materials: Sand and calcium chloride for ice control 70 FUND: #10 DEPARTMENT: Snow & Ice Removal DEPT # 64 BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted ITEM 1996 1997 1998 1998 EST - 98 1999 1999 1999 Staffing 32,777 22,127 26,605 9,434 26,605 27,466 27,466 0 Supplies /Materials 17,265 20,277 17,500 9,219 17,500 17,500 17,500 0 Support Services 0 0 0 0 0 0 0 0 Charges & Fees 0 0 0 0 0 0 0 0 Capital Outlay 0 0 0 0 0 0 0 0 Transfers 0 0 0 0 0 0 0 0 TOTAL 50,042 42,404 44,105 18,653 44,105 44,966 44,966 0 Lt Equip Oper /Foreman .50 .50 .50 .50 .50 SERVICE INDICATORS: Miles of street plowed 41 41 Tons of salt used 302 250 Tons of sand used 912 1,000 Manhours spent 1,430 1,000 No. of cul -de -sacs 85 87 plowed COST INDICATORS: Expenditures 50,042 42,404 44,105 18,653 44,105 44,966 44,966 0 - Program Revenues MN Snow Removal Aid 0 5,520 0 0 0 0 0 = Levy Dollars 50,042 36,884 44,105 18,653 44,105 44,966 44,966 0 STAFFING: Full time: Lt Equip Oper /Foreman .50 .50 .50 .50 .50 .50 .50 .50 71 FUND: General DEPARTMENT MISSION: Provide for street lighting and traffic signals at DEPARTMENT: Traffic Control /St Lights intersections and other locations throughout the City for the safety of pedestrians and vehicular DEPT NO: 65 traffic DESCRIPTION OF ACTIVITY: Includes maintenace of semaphores and traffic control devices, and maintenance /replacement of regulatory and informational road signs. Provides for electricity for street lights and traffic control devices. OBJECTIVES: - Repair Semaphores within 24 hours of notification HIGHLIGHTS /COMMENTS: Supplies /Materials: Maintenance to semaphores and Hwy 7 & Vine Hill Road, Christmas Lake Road, County Road 19, Hwy 41 and Old Market Road Street signs & posts Support Services: 72 FUND: #10 DEPARTMENT: Traffic Control /Street Lighting DEPT # 65 BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted ITEM 1996 1997 1998 1998 EST -98 1999 1999 1999 Staffing 0 0 0 0 0 0 0 0 Supplies /Materials 4,021 4,161 4,000 912 4,300 4,500 4,500 0 Support Services 33,546 34,762 33,500 14,504 34,000 34,000 34,000 0 Charges & Fees 0 0 0 0 0 0 0 0 Capital Outlay 0 0 0 0 0 0 0 0 Transfers 0 0 0 0 0 0 0 0 TOTAL 37,567 38,923 37,500 15,416 38,300 38,500 38,500 0 SERVICE INDICATORS: No of street lights 182 182 185 No of traffic signals 5 5 5 COST INDICATORS: Expenditures 37,567 38,923 37,500 15,416 38,300 38,500 38,500 0 - Program Revenues = Levy Dollars 37,567 38,923 37,500 15,416 38,300 38,500 38,500 0 STAFFING: 73 FUND: General DEPARTMENT: Sanitation/Waste Rmv/Weeds DEPT NO: 67 DEPARTMENT MISSION: Provide for the general sanitation and cleanliness of the City and provide for the treatment of noxious weeds on City properties. DESCRIPTION OF ACTIVITY: Activities include spraying of boulevards and roadways for weed control, and clean -up of properties in violation of City zoning and sanitation codes, as necessary. OBJECTIVES: - Resolve all property cleanup complaints - Resolve 100% of weed complaints HIGHLIGHTS /COMMENTS: Staffing: Miscellaneous staff time for property clean -ups Support Services: Miscellaneous property clean -ups Contracted weed spraying services 74 FUND: #10 DEPARTMENT: Sanitation/Waste Removal/Weeds DEPT # 67 BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted ITEM 1996 1997 1998 1998 EST -98 1999 1999 1999 Staffing 998 1,729 614 21,770 29,079 614 614 0 Supplies /Materials 0 0 0 0 0 0 0 0 Support Services 3,621 3,376 4,000 2,769 65,500 4,000 4,000 0 Charges & Fees 0 0 0 0 0 0 0 0 Capital Outlay 0 0 0 0 0 0 0 0 Transfers 0 0 0 0 0 0 0 0 TOTAL 4,619 5,105 4,614 24,539 94,579 4,614 4,614 0 SERVICE INDICATORS: No of weed complaints 3 2 5 No of notices served 2 1 5 No of parcels sprayed 0 0 0 Miles /roadside sprayed 10 10 10 ' Spraying in Dollars 2,636 2,742 3,000 COST INDICATORS: Expenditures 4,619 5,105 4,614 24,539 94,579 4,614 4,614 0 - Program Revenues Fed Disaster Aid 85,000 0 0 = Levy Dollars 4,619 5,105 4,614 24,539 9,579 4,614 4,614 0 STAFFING: 75 FUND: General DEPARTMENT MISSION: To provide diseased tree inspection services to DEPARTMENT: Tree Maintenance residents; to remove diseased trees located on City property; and to maintain and trim trees located on DEPT NO: 68 City rights -of -way and other property DESCRIPTION OF ACTIVITY: This department is responsible for detection and removal of diseased and unsafe trees on City rights -of -way and other properties, and pruning of trees on city property. Tree inspection services are provided to citizens on an on -call basis. OBJECTIVES: - Remove 100% of diseased trees on public property - Respond to all property owner requests to identify diseased trees - Maintain and trim trees on City property which present a hazard to public HIGHLIGHTS /COMMENTS: Staffing: Includes step increases Supplies /Materials: Small Tools Paint for tree marking Support Services: Contracted tree and brush removal Tree inspection certification 76 FUND: #10 DEPARTMENT: Tree Maintenance DEPT # 68 BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted ITEM 1996 1997 1998 1998 EST -98 1999 1999 1999 Staffing 6,166 3,655 8,172 3,288 8,172 8,498 8,498 0 Supplies /Materials 0 502 1,300 1,168 1,268 550 550 0 Support Services 10,687 12,226 13,220 2,503 13,170 15,220 13,220 0 Charges & Fees 0 0 0 0 0 0 0 0 Capital Outlay 0 0 0 0 0 0 0 0 Transfers 0 0 0 0 0 0 0 0 TOTAL 16,853 16,383 22,692 6,959 22,610 24,268 22,268 0 SERVICE INDICATORS: No of trees removed 18 20 Yards of brush hauled 780 700 COST INDICATORS: Expenditures 16,853 16,383 22,692 6,959 22,610 24,268 22,268 0 - Program Revenues = Levy Dollars 16,853 16,383 22,692 6,959 22,610 24,268 22,268 0 STAFFING: Lt Equip Oper /Foreman .20 .20 .20 .20 .20 .20 .20 .20 77 FUND: General DEPARTMENT MISSION: Maintain City parks, trails & beaches to ensure safe DEPARTMENT: Parks & Recreation and enjoyable recreational amenities, and coordinate recreational opportunities for City residents of all DEPT NO: 69 ages and physical abilities DESCRIPTION OF ACTIVITY The department is responsible for the maintenance of all City parks, including playgrounds, ballfields, trails, ice rinks, buildings and other play areas. Winter ice skating, and summer recreation programs (administered by Minnetonka Community Schools) are coordinated under this department. OBJECTIVES: - Revise final park plan and trail plan - Plant at least 10 trees per year - address buffer along Freeman Field # 3 - Assist Shorewood Parks Foundation in coordination of fund raising efforts - Assist Shorewood Parks Foundation in building a concession bldg. - Freeman Park North - Continue to develop user support for funding improvements and maintenance in parks - Continue promotion of Shorewood's parks - Implement a policy for use and improvement of park land for organized sports organizations - Improve relationships with sports organizations HIGHLIGHTS /COMMENTS: Staffing: Includes step increases Part time includes permanent clerical Seasonal includes Summer employees and Winter Rink Attendants Supplies /Materials: Small tools Maintenance contracts for computer and office equipment Maintenance to park equipment and buildings Rock, black dirt, gravel, sand, fertilizers, seed for parks Support Services: Contracted park & trail planning services Playground and beach scheduling services - Mtka Community Services Contracted weed control in parks Park utility and telephone charges Annual park newsletter Charges & Fees: Rental of portable toilets Rental of Temporary Warming House at Cathcart Park Capital Outlay: Transfers: iv FUND: #10 DEPARTMENT: Parks & Recreation DEPT # 69 BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted ITEM 1996 1997 1998 19 EST -98 1999 1999 1999 Staffing 72,644 74,877 89,927 34,648 89,822 95,693 95,693 0 Supplies /Materials 16,790 16,441 19,600 5,172 18,700 19,200 19,200 0 Support Services 12,885 15,570 23,200 6,501 21,700 19,400 25,400 0 Charges & Fees 6,927 8,016 7,030 2,299 8,030 8,730 8,730 0 Capital Outlay 739 289 0 0 0 5,000 0 0 Transfers 30,000 20,000 10,000 0 10,000 10,000 0 0 TOTAL 139,985 135,193 149,757 48,620 148,252 158,023 149,023 0 SERVICE INDICATORS: 103,102 102,623 130,257 48,620 124,752 139,423 130,423 0 Acres of maint park 95.80 95.80 95.80 95.80 95.80 95.80 95.80 95.80 No. of ballfields Softball 3 3 3 3 3 3 3 1.60 Baseball 5 5 5 5 5 5 5 .25 No. of shelters 2 4 4 4 4 4 4 No. of hockey rinks 2 2 2 2 2 2 2 -- No. of skating rinks 3 3 3 3 3 3 3 Miles of Trails 2.75 2.75 2.75 2.75 2.75 2.75 2.75 2.00 Cost of maint per acre 876 955 1,004 427 1,003 1,065 1,065 10.00 No. of times rinks are cleaned & resurfaced 80 80 80 80 80 80 80 No. of picnic tables 40 45 45 45 45 45 45 No. of Tennis Courts 4 4 4 4 4 4 4 COST INDICATORS: Expenditures 139,985 135,193 149,757 48,620 148,252 158,023 149,023 0 - Program Revenues Sports Organizations 6,000 12,000 9,000 10,000 12,000 12,000 Tonka Bay - Beach 883 570 500 500 600 600 Transfer from Trail Fund 0 0 0 3,000 6,000 6,000 Capital Levy 30,000 20,000 10,000 10,000 = Levy Dollars - Maint. 103,102 102,623 130,257 48,620 124,752 139,423 130,423 0 STAFFING: Full time: Lt Equip Oper /Foreman 1.60 1.60 1.60 1.60 1.60 1.60 1.60 1.60 Clerical -- .25 .25 .25 .25 .25 .25 .25 Part time: Clerical .50 -- -- -- -- - -- -- Seasonal: Summer 2.00 2.00 2.00 2.00 2.00 2.00 2.00 2.00 Winter (rinks) 10.00 10.00 10.00 10.00 10.00 10.00 10.00 10.00 79 FUND: General DEPARTMENT MISSION: DEPARTMENT: Capital Improvement To provide a conduit for funding of capital improvement program through the transfer of dollars DEPT NO: 70 levied through the City's General Fund DESCRIPTION OF ACTIVITY Provides a conduit for the transfer of General Fund money to the appropriate fund. OBJECTIVES- None HIGHLIGHTS /COMMENTS- Capital Outlay: Lease Payment - Senior /Community Center Transfers: Office Equipment and Storm Drainage set aside. .N FUND: #10 DEPARTMENT: Capital Improvement DEPT # 70 BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted ITEM 1996 1997 1998 1998 EST -98 1999 1999 1999 Staffing 0 0 0 0 0 0 0 0 Supplies /Materials 0 0 0 0 0 0 0 0 Support Services 0 0 0 0 0 0 0 0 Charges & Fees 0 0 0 0 0 0 0 0 Capital Outlay 0 37,544 37,550 18,772 37,550 37,550 37,550 0 Transfers 20,000 25,000 25,000 0 25,000 25,000 25,000 0 TOTAL 20,000 62,544 62,550 18,772 62,550 62,550 62,550 0 SERVICE INDICATORS: COST INDICATORS: Expenditures 20,000 62,544 62,550 18,772 62,550 62,550 62,550 0 - Program Revenues = Levy Dollars 20,000 62,544 62,550 18,772 62,550 62,550 62,550 0 STAFFING: FUND: General DEPARTMENT MISSION: To provide for unanticipated increases in program DEPARTMENT: Contingency costs and decreases in anticipated revenue; and ` to provide a source of funds for projects and DEPT NO: 71 purchases approved during the fiscal year by the City Council DESCRIPTION OF ACTIVITY: Provides budgeted funds for increases in costs or programs which were not anticipated at the time the budget was established. Use of contingency funds is solely at the discretion of the City Council and requires a budget amendment be adopted by the City Council. OBJECTIVES: None HIGHLIGHTS /COMMENTS: Support Services: Council Contingency MI FUND: #10 DEPARTMENT: Contingency DEPT # 71 BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted ITEM 1996 1997 1998 1998 EST -98 1999 1999 1999 Staffing 0 0 0 0 0 0 0 0 Supplies /Materials 0 0 0 0 0 0 0 0 Support Services 0 0 32,459 0 30,000 10,000 7,782 0 Charges & Fees 0 0 0 0 0 0 0 0 Capital Outlay 0 0 0 0 0 0 0 0 Transfers 0 0 0 0 0 0 0 0 TOTAL 0 0 32,459 0 30,000 10,000 7,782 0 SERVICE INDICATORS: COST INDICATORS: Expenditures 50,000 46,684 32,459 0 30,000 10,000 7,782 0 - Program Revenues Refunds & Reimbursemts 1,074 1,000 2,000 2,000 2,000 = Levy Dollars 48,926 46,684 31,459 0 28,000 8,000 5,782 0 STAFFING: