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09-08-14 CC WS Agenda CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD CITY COUNCIL WORK SESSION COUNCIL CHAMBERS MONDAY, SEPTEMBER 8, 2014 5:30 PM AGENDA 1. CONVENE CITY COUNCIL WORK SESSION A. Roll Call Mayor Zerby _____ Hotvet _____ Siakel _____ Sundberg _____ Woodruff _____ B. Review Agenda ATTACHMENTS 2. 2015 GENERAL FUND BUDGET A. Forester/Environmental Specialist Position Description Position Description 3. BADGER PARK Badger Park Plans 4. DISCUSSION ON SENIOR HOUSING WITH RICK FENSKE 5. ADJOURN GENERAL FUND BUDGET SUMMARY Approved Requested Actual Actual Budget YTD Budget Budget Percent Dollar 2012 2013 2013 2014 2014 2015 Change Change REVENUES TAXES 4,783,939 4,764,472 4,763,319 1,742,400 4,858,585 4,980,050 2.5% 121,465 LICENSES & PERMITS 175,086 204,600 124,200 124,821 132,770 147,770 11.3% 15,000 INTERGOVERNMENTAL 76,102 96,549 70,401 64,734 96,251 75,751 -21.3% (20,500) CHARGES FOR SERVICES 64,825 33,194 35,150 36,278 41,700 42,200 1.2% 500 FINES & FORFEITURES 66,230 59,294 57,000 20,255 57,000 57,000 0.0% - MISCELLANEOUS REVENUE 141,013 205,010 213,900 101,607 232,900 210,400 -9.7% (22,500) TRANSFERS 330 317,182 - - 25,000 25,000 0.0% - TOTAL REVENUES 5,307,525 5,680,301 5,263,970 2,090,095 5,444,206 5,538,171 1.7% 93,965 EXPENDITURES CITY COUNCIL Personnel 16,794 16,794 16,800 9,796 16,800 22,200 32.1% 5,400 Materials and Supplies 887 2,035 2,000 142 1,200 2,000 66.7% 800 Support Services and Charges 80,309 90,885 72,450 26,338 156,121 110,350 -29.3% (45,771) Transfers 13,600 91,700 47,700 283,414 70,000 70,000 0.0% - Total City Council 111,590 201,414 138,950 319,690 244,121 204,550 -16.2% (39,571) Administration Personnel 373,915 240,032 359,671 137,847 250,323 251,153 0.3% 830 Materials and Supplies 18,276 15,649 18,450 10,554 19,300 20,900 8.3% 1,600 Support Services and Charges 82,008 134,401 42,175 66,847 147,290 145,500 -1.2% (1,790) Capital - - - - - - - Total City Administration 474,199 390,082 420,296 215,248 416,913 417,553 0.2% 640 FINANCE Personnel 120,556 137,469 132,929 79,347 134,758 134,758 0.0% - Materials and Supplies 8,042 8,547 8,400 7,910 9,050 10,050 11.0% 1,000 Support Services and Charges 11,686 14,619 11,600 9,418 16,000 16,000 0.0% - Capital - - - - - - - Total Finance 140,284 160,635 152,929 96,675 159,808 160,808 0.6% 1,000 PROFESSIONAL SERVICES Support Services and Charges _ 190,592 199,042 202,900 159,825 211,060 215,060 1.9% 4,000 Total Professional Services 190,592 199,042 202,900 159,825 211,060 215,060 1.9% 4,000 PLANNING Personnel 181,382 181,143 170,666 105,115 173,157 173,157 0.0% - Materials and Supplies 137 292 650 42 250 300 20.0% 50 Support Services and Charges 7,691 7,684 7,400 3,960 11,900 11,000 -7.6% (900) Capital - - 200 - - - - Total Planning 189,210 189,119 178,916 109,117 185,307 184,457 -0.5% (850) MUNICIPAL BUILDINGS Materials and Supplies 40,799 60,118 22,130 9,307 21,400 23,400 9.3% 2,000 Support Services and Charges 149,878 141,227 164,800 34,282 165,800 170,800 3.0% 5,000 Capital 2,441 - - - - - - Transfers 102,200 100,450 100,450 - 103,950 101,513 -2.3% (2,437) Total Municipal Buildings 295,318 301,795 287,380 43,589 291,150 295,713 1.6% 4,563 Total General Government 1,401,193 1,442,087 1,381,371 944,144 1,508,359 1,478,141 -2.0% (30,218) less transfers (115,800) (192,150) (148,150) (283,414) (173,950) (171,513) Net General Government 1,285,393 1,249,937 1,233,221 660,730 1,334,409 1,306,628 POLICE Materials and Supplies Support Services and Charges Capital Total Police 1,328 - 991,383 1,018,680 225,132 227,764 1,217,843 1,246,444 Page 1 1,015,077 696,475 1,045,056 1,072,645 2.6% 27,589 235,437 172,323 229,763 225,181 -2.0% (4,582 1,250,514 868,798 1,274,819 1,297,826 1.8% 23,007 (Planned Use of Fund Balance) Page 2 Approved Requested Actual Actual Budget YTD Budget Budget Percent Dollar 2012 2013 2013 2014 2014 2015 Change Change FIRE Support Services and Charges 331,987 345,728 349,582 261,591 344,940 361,315 4.7% 16,375 Capital 277,906 287,655 287,643 208,817 282,271 276,156 -2.2% (6,115) Total Fire 609,893 633,383 637,225 470,408 627,211 637,471 1.6% 10,260 PROTECTIVE INSPECTIONS Personnel 114,396 123,411 120,588 68,669 121,323 121,323 0.0% - Materials and Supplies 242 - 200 157 200 200 0.0% - Support Services and Charges 5,813 6,813 5,300 1,354 5,300 7,700 45.3% 2,400 Total Protective Inspections 120,451 130,224 126,088 70,180 126,823 129,223 1.9% 2,400 Total Public Safety 1,948,187 2,010,051 2,013,827 1,409,386 2,028,853 2,064,520 1.8% 35,667 CITY ENGINEER Personnel 84,615 460 92,549 - - - - Materials and Supplies 144 - 200 37 - - - Support Services and Charges 21,688 68,690 11,220 25,889 87,900 87,900 0.0% - Capital - - - - - - - Total City Engineer 106,447 69,150 103,969 25,926 87,900 87,900 0.0% - PUBLIC WORKS SERVICES Personnel 417,330 434,212 428,775 179,805 439,587 494,547 12.5% 54,960 Materials and Supplies 120,684 141,763 171,300 57,103 167,200 167,700 0.3% 500 Support Services and Charges 121,758 105,845 138,550 52,324 141,600 142,600 0.7% 1,000 Capital - - 1,200 - 2,500 - - 100.0% (2,500) Transfers 750,000 772,500 772,500 - 800,000 830,000 3.8% 30,000 Total Public Works Services 1,409,772 1,454,320 1,512,325 289,232 1,550,887 1,634,847 5.4% 83,960 SNOW AND ICE CONTROL Personnel 27,502 56,862 56,662 45,392 58,339 58,339 0.0% - Materials and Supplies 29,509 44,835 45,000 25,591 45,000 45,000 0.0% - Total Snow and Ice Control 57,011 101,697 101,662 70,983 103,339 103,339 0.0% - Total Streets & Highways 1,573,230 1,625,167 1,717,956 386,141 1,742,126 1,826,086 4.8% 83,960 less transfers (750,000) (772,500) (772,500) - (800,000) (830,000) 3.8% (30,000) Net Streets & Highways 823,230 852,667 945,456 386,141 942,126 996,086 PARKS MAINTENANCE Personnel 101,395 82,222 103,358 69,104 109,473 109,473 0.0% - Materials and Supplies 17,095 18,908 19,300 4,815 20,300 23,300 14.8% 3,000 Support Services and Charges 32,807 38,816 30,910 15,532 34,600 38,000 9.8% 3,400 Total Parks Maintenance 151,297 139,946 153,568 89,451 164,373 170,773 3.9% 6,400 RECREATION Personnel 37,627 51,296 36,360 29,473 36,743 36,743 0.0% - Materials and Supplies 1,171 4,818 1,500 3,308 5,800 5,800 0.0% - Support Services and Charges 15,446 13,051 20,145 5,670 18,800 18,800 0.0% - Transfers 42,000 42,000 42,000 - 42,000 42,000 0.0% - Total Recreation 96,244 111,165 100,005 38,451 103,343 103,343 0.0% - Total Recreation 247,541 251,111 253,573 127,902 267,716 274,116 2.4% 6,400 less transfers (42,000) (42,000) (42,000) - (42,000) (42,000) Net Recreation 205,541 209,111 211,573 127,902 225,716 232,116 GENERAL FUND TOTAL EXPENDITURES 5,170,151 5,328,416 5,366,728 2,867,573 5,547,054 5,642,863 1.7% 95,809 REVENUE OVER /(UNDER) EXPENDITURES 137,374 351,885 (102,758) (777,478) (102,848) (104,692) 1.8% (1,844) (Planned Use of Fund Balance) Page 2 REVENUES TAXES 3010 GENERAL PROPERTY TAX 3011 DELINQUENT AD VALOREM TAXES 3100 FISCAL DISPARITIES TOTALTAXES LICENSES & PERMITS 3211 LIQUOR LICENSES 3212 TOBACCO LICENSES 3216 TREE TRIMMING LICENSES 3217 RENTAL HOUSING LICENSES 3218 OTHER BUSINESS LICENSES AND PE 3221 BUILDING PERMITS 3222 PLAN CHECK FEES 3223 DOG LICENSES 3224 FARM ANIMAL 3225 HORSE PERMITS 3230 DOMESTIC PARTNERSHIP REGISTRATION TOTAL LICENSES & PERMITS INTERGOVERNMENTAL 3314 BULLET -PROOF VEST GRANT 3341 LOCAL PERFORMANCE AID 3343 MKT VALUE CREDIT AID 3344 PERA AID 3345 MUNICIPAL STATE AID FOR STREET 3362 GRANTS TOTAL INTERGOVERNMENTAL CHARGES FOR SERVICES 3400 CHARGES FOR SERVICES 3413 ZONING AND SUBDIVISION FEES 3414 PASS -THRU CHARGES 3415 SALE OF COPIES 3417 SPECIAL ASSESSMENT SEARCHES 3471 RECREATION RENTALS 3472 TREE SALES 3473 PARK PROGRAMS 3474 ARCTIC FEVER /PRINCESS TEA TOTAL CHARGES FOR SERVICES FINES & FORFEITURES 3510 FINES & FORFEITS TOTAL FINES & FORFEITURES MISCELLANEOUS REVENUE 3620 INTEREST EARNINGS 3623 CONTRIBUTIONS AND DONATIONS FR 3624 REFUNDS & REIMBURSEMENTS 3626 DRY HYDRANT CHARGES 3627 CELLULAR ANTENNA REVENUE 3670 MISCELLANEOUS REVENUE TOTAL MISCELLANEOUS REVENUE TRANSFERS 3910 TRANSFERS FROM OTHER FUNDS TOTAL TRANSFERS TOTAL REVENUES Approved Requested Actual Actual Budget YTD Budget Budget Percent Dollar 2012 2013 2013 2014 2014 2015 Change Chang( 4,608,958 4,617,654 4,763,319 2,405,788 4,858,585 4,980,050 2.S% 121,465 61,571 43,292 40,600 67,832 46,838 10,000 14,783 113,410 103,526 (6) 51,155 3,500 - - - 4,783,939 4,764,472 4,763,319 2,497,543 4,858,585 4,980,050 2.5% 121,465 9,165 8,820 8,300 9,630 8,820 8,820 0.0% - 1,000 1,250 1,000 - 500 500 0.0% - 510 570 450 120 500 500 0.0% - 780 1,140 1,000 720 1,000 1,000 0.0% - 4,411 7,817 3,100 2,169 3,500 3,500 0.0% - 124,523 146,256 92,000 102,547 100,000 110,000 10.0% 10,000 31,990 36,357 15,000 30,366 15,000 20,000 33.3% 5,000 2,482 2,140 3,300 1,368 3,300 3,300 0.0% - 150 150 - 255 100 100 0.0% - 50 25 50 50 50 0.0% - 25 75 - 175,086 204,600 124,200 147,175 132,770 147,770 11.3% 15,000 1,328 247 - - 1,023 1,041 1,000 1,000 1,000 0.0% - 245 26 - 4,751 4,751 4,751 4,751 4,751 0.0% - 68,755 70,479 64,650 36,843 68,000 70,000 2.9% 2,000 20,005 27,892 22,500 - - 100.0% (22,500) 76,102 96,549 70,401 64,735 96,251 75,751 -21.3% (20,500) 4,037 - - - 7,243 5,070 4,500 5,074 4,000 4,500 12.5% 500 10,034 (9,034) - (4,064) - - - 264 220 1,000 236 500 500 0.0% - 350 200 150 25 200 200 0.0% - 1,498 1,524 - 2,925 30,000 1,500 -95.0% (28,500) 6,828 - - - 31,357 32,844 29,500 17,439 1,500 32,000 2033.3% 30,500 3,214 2,370 - 3,225 5,500 3,500 -36.4% (2,000) 64,825 33,194 35,150 24,860 41,700 42,200 1.2% 500 66,230 59,294 57,000 30,945 57,000 57,000 0.0% - 66,230 59,294 57,000 30,945 57,000 57,000 0.0% - 25,603 12,902 35,000 199 35,000 35,000 0.0% - 300 700 - - 67,832 46,838 10,000 14,783 32,500 10,000 -69.2% (22,500) (6) 2,436 3,500 - - - 29,320 132,996 150,000 118,600 150,000 150,000 0.0% - 17,964 9,138 15,400 419 15,400 15,400 0.0% - 141,013 205,010 213,900 134,001 232,900 210,400 -9.7% (22,500) 330 317,182 - 25,000 25,000 0.0% - 330 317,182 - - 25,000 25,000 0.0% - 51307,525 5,680,301 5,263,970 2,899,259 5,444,206 5,538,171 1.7% 93,965 Page 3 CITY COUNCIL General Coding: 101 -11- TOTAL COUNCIL 111,590 201,414 138,950 319,690 244,121 204,550 -16.2% (39,571) Page 4 Approved Dept Actual Actual Budget YTD Budget Request Percent Dollar PERSONAL SERVICES 2012 2013 2013 2014 2014 2015 Change Change 4103 PART -TIME 15,600 15,600 15,600 9,100 15,600 20,600 32.1% 5,000 4122 FICA CONTRIB - CITY SHARE 1,194 1,194 1,200 696 1,200 1,600 33.3% 400 TOTAL PERSONAL SERVICES 16,794 16,794 16,800 9,796 16,800 22,200 32.1% 5,400 MATERIALS & SUPPLIES 4245 GENERAL SUPPLIES 887 2,035 2,000 142 1,200 2,000 66.7% 800 TOTAL MATERIALS & SUPPLIES 887 2,035 2,000 142 1,200 2,000 66.7% 800 SUPPORT SERVICES /CHARGES 4302 CONSULTING FEES - - 4331 TRAVEL, CONFERENCE & SCHOOLS 2,395 3,214 4,500 1,324 4,500 4,500 0.0% - 4351 PRINTING AND PUBLISHING - - 4400 CONTRACTUAL SERVICES 32,873 41,176 330 45,000 - - 100.0% (45,000) 4433 DUES AND SUBSCRIPTIONS 40,041 41,495 47,000 24,684 47,865 49,000 2.4% 1,135 4440 MISC SERVICES 5,000 5,000 20,950 - 58,756 56,850 -3.2% (1,906) TOTAL SUPPORT SERVICES /CHARGES 80,309 90,885 72,450 26,338 156,121 110,350 -29.3% (45,771) TRANSFERS 4820 OPERATING TRANSFERS 13,600 91,700 47,700 283,414 70,000 70,000 0.0% - TOTAL TRANSFERS 13,600 91,700 47,700 283,414 70,000 70,000 0.0% - TOTAL COUNCIL 111,590 201,414 138,950 319,690 244,121 204,550 -16.2% (39,571) Page 4 ADMINSTRATION General Coding: 101 -13- PERSONAL SERVICES 4101 FULL -TIME REGULAR 4102 FULL -TIME OVERTIME 4103 PART -TIME 4121 PERA /ICMA CONTRIB - CITY SHARE 4122 FICA CONTRIB - CITY SHARE 4131 EMPLOYEE INSURANCE - CITY SHARE 4141 UNEMPLOYMENT COMPENSATION 151 WORKERS COMPENSATION TOTAL PERSONAL SERVICES MATERIALS & SUPPLIES 4200 OFFICE SUPPLIES 4208 POSTAGE 4221 MAINTENANCE OF EQUIPMENT 4245 GENERAL SUPPLIES TOTAL MATERIALS & SUPPLIES SUPPORT SERVICES /CHARGES 4321 COMMUNICATIONS - TELEPHONE 4331 TRAVEL, CONFERENCE & SCHOOLS 4351 PRINTING AND PUBLISHING 4400 CONTRACTUAL SERVICES 4433 DUES AND SUBSCRIPTIONS 4440 MISC SERVICES TOTAL SUPPORT SERVICES /CHARGES CAPITAL OUTLAY 4240 MACHINERY & EQUIPMENT Approved Dept Actual Actual Budget YTD Budget Request Percent Dollar 2012 2013 2013 2014 2014 2015 Change Change 238,085 141,783 286,860 119,990 187,866 187,866 0.0% - 41,600 29,170 - 1,926 12,520 12,520 0.0% - 20,064 12,070 20,797 7,564 13,620 14,450 6.1% 830 21,181 12,640 21,945 8,013 15,330 15,330 0.0% - 45,585 29,993 30,069 - 20,987 20,987 0.0% - 7,400 14,376 - - - - 354 373,915 240,032 359,671 137,847 250,323 251,153 0.3% 830 4,790 3,844 5,000 1,877 5,500 5,000 -9.1% (500) 10,878 10,857 11,150 6,871 11,000 11,000 0.0% - 1,589 - 1,400 1,736 1,900 4,000 110.5% 2,100 1,019 948 900 70 900 900 0.0% - 18,276 15,649 18,450 10,554 19,300 20,900 8.3% 1,600 962 565 1,100 - - - - 3,909 4,478 8,710 3,387 6,500 6,500 0.0% - 2,477 794 2,000 1,336 2,000 1,500 -25.0% (500) 74,134 128,239 28,365 61,335 138,320 137,000 -1.0% (1,320) 526 325 2,000 330 470 500 6.4% 30 - - - 459 - 82,008 134,401 42,175 66,847 147,290 145,500 -1.2% (1,790) TOTAL CAPITAL OUTLAY - - - - - - TOTAL ADMINISTRATION 474,199 390,082 420,296 215,248 416,913 417,553 0.2% 640 Page 5 FINANCE General Coding: 101-15- TOTAL FINANCE 140,284 160,635 152,929 96,675 159,808 160,808 0.6% 1,000 Page 6 Approved Dept Actual Actual Budget YTD Budget Request Percent Dollar PERSONAL SERVICES 2012 2013 2013 2014 2014 2015 Change Change 4101 FULL-TIME REGULAR 97,460 108,488 106,078 69,858 107,669 107,669 0.0% 4121 PERA CONTRI B -CITY SHARE 7,424 7,782 7,691 4,593 7,806 7,806 0.0% 4122 FICA CONTRIB - CITY SHARE 7,834 7,750 8,115 4,671 8,237 8,237 0.0% 4131 EMPLOYEE INSURANCE - CITY SHARE 7,838 13,449 11,045 225 11,046 11,046 0.0% TOTAL PERSONAL SERVICES 120,556 137,469 132,929 79,347 134,758 134,758 0.0% MATERIALS & SUPPLIES 4200 OFFICE SUPPLIES 110 37 - 1,021 250 250 0.0% 4221 MAINTENANCE OF EQUIPMENT 7,839 8,078 8,100 6,889 8,500 9,500 11.8% 1,000 4245 GENERALSUPPLIES 93 432 300 - 300 300 0.0% - TOTAL MATERIALS & SUPPLIES 8,042 8,547 8,400 7,910 9,050 10,050 11.0% 1,000 SUPPORT SERVICES/CHARGES 4301 AUDITING & ACCOUNTING SERVICES 2,700 2,066 - 5,880 3,600 3,600 0.0% - 4331 TRAVEL, CONFERENCE & SCHOOLS 2,877 4,440 4,000 1,012 4,000 4,000 0.0% - 4351 PRINTING AND PUBLISHING - 2,246 700 900 900 0.0% - 4400 CONTRACTUAL SERVICES - - 1,000 1,000 1,000 0.0% - 4330 DUES AND SUBSCRIPTIONS 280 220 500 247 500 500 0.0% - 4440 MISC SERVICES 2 - - - 4450 BANK SERVICE CHARGES 5,827 5,647 5,400 2,279 6,000 6,000 0.0% - TOTAL SUPPORT SERVICES /CHARGES 11,686 14,619 11,600 9,418 16,000 16,000 0.0% - TOTAL FINANCE 140,284 160,635 152,929 96,675 159,808 160,808 0.6% 1,000 Page 6 PROFESSIONAL SERVICES General Coding: 101-16- Page 7 Approved Dept Actual Actual Budget YTD Budget Request Percent Dollar SUPPORT SERVICES/CHARGES 2012 2013 2013 2014 2014 2015 Change Change 4301 AUDITING & ACCOUNTING SERVICES 27,625 23,225 25,000 22,030 26,660 26,660 0.0% 4304 CIVIL LEGAL CONTRACT 36,559 40,000 44,000 11,766 44,400 44,400 0.0% 4304 PROSECUTION CONTRACT 28,250 33,360 33,900 19,611 34,000 34,000 0.0% 4400 CONTRACTUAL ASSESSOR SERVICES 98,158 102,457 100,000 106,419 106,000 110,000 3.8% 4,000 4440 MISC SERVICES - - - - TOTAL SUPPORT SERVICES/CHARGES 190,592 199,042 202,900 159,825 211,060 215,060 1.9% 4,000 TOTAL PROFESSIONAL SERVICES 190,592 199,042 202,900 159,825 211,060 215,060 1.9% 4,000 Page 7 PLANNING General Coding: 101 -18- PERSONAL SERVICES 4101 FULL -TIME REGULAR 4103 PART -TIME 4121 PERA CONTRIB - CITY SHARE 4122 FICA CONTRIB - CITY SHARE 4131 EMPLOYEE INSURANCE - CITY SHAR 4141 UNEMPLOYMENT COMPENSATION TOTAL PERSONAL SERVICES MATERIALS & SUPPLIES 4200 OFFICE SUPPLIES 4221 MAINTENANCE OF EQUIPMENT 4245 GENERAL SUPPLIES TOTAL MATERIALS & SUPPLIES SUPPORT SERVICES /CHARGES 4321 COMMUNICATIONS - CELLULAR PHON 4331 TRAVEL, CONFERENCE & SCHOOLS 4351 PRINTING AND PUBLISHING 4400 CONTRACTUAL SERVICES 4433 DUES AND SUBSCRIPTIONS TOTAL SUPPORT SERVICES /CHARGES CAPITAL OUTLAY 4240 FURNITURE AND FIXTURES Actual Actual Budget YTD Budget Request Percent Dollar 2012 2013 2013 2014 2014 2015 Change Change 121,955 103,497 133,887 93,184 135,193 135,193 0.0% 18,015 37,719 - (1,000) 995 1,200 - 10,493 10,065 9,707 5,866 9,802 9,802 0.0% - 9,638 9,440 10,242 5,741 10,342 10,342 0.0% 18,558 20,422 16,830 324 17,820 17,820 0.0% 2,723 - - - 181,382 181,143 170,666 105,115 173,157 173,157 010% - 137 292 - - - - - 400 - - 250 42 250 300 20.0% 50 137 292 650 1,018 869 800 1,598 1,770 2,000 1,179 1,070 1,000 2,893 2,850 2,500 1,003 1,125 1,100 7,691 7,684 7,400 - - 200 42 250 300 20.0% 50 753 1,000 1,000 0.0% - 1,618 4,200 4,200 0.0% - 594 1,000 1,100 10.0% 100 4,500 3,500 -22.2% (1,000) 995 1,200 1,200 0.0% - 3,960 11,900 11,000 -7.6% (900) TOTAL CAPITAL OUTLAY - - 200 - - - TOTAL PLANNING 189,210 189,119 178,916 109,117 185,307 184,457 -0.5% (850) Page 8 MUNICIPAL BUILDINGS General Coding: 101-19- TOTAL MUNICIPAL BUILDINGS 295,318 301,795 287,380 43,589 291,150 295,713 1.6% 4,563 Page 9 Approved Dept Actual Actual Budget YTD Budget Request Percent Dollar MATERIALS & SUPPLIES 2012 2013 2013 2014 2014 2015 Change Change 4221 MAINTENANCE OF EQUIPMENT 31,111 30,248 11,400 1,493 11,400 11,400 0.0% 4223 MAINTENANCE OF BUILDINGS 7,638 27,900 7,800 6,800 8,000 10,000 25.0% 2,000 4245 GENERALSUPPLIES 2,050 1,970 2,930 1,014 2,000 2,000 0.0% - TOTAL MATERIALS & SUPPLIES 40,799 60,118 22,130 9,307 21,400 23,400 9.3% 2,000 SUPPORT SERVICES/CHARGES 4302 CONSULTING FEES 1,582 - 4321 COMMUNICATIONS - Warner Connect 17,142 38,592 34,000 24,706 34,000 36,000 5.9% 2,000 4331 TRAVEL, CONFERENCE & SCHOOLS 16 - - 4360 INSURANCE 104,402 82,680 110,000 - 110,000 113,000 2.7% 3,000 4361 INSURANCE DEDUCTIBLE 8,668 - - - 4380 UTILITY SERVICES 7,111 8,601 11,000 4,454 11,000 11,000 0.0% - 4400 CONTRACTUAL SERVICES 9,501 10,018 9,800 4,534 9,800 9,800 0.0% - 4410 RENTALS 1,472 1,320 - 588 1,000 1,000 0.0% - TOTAL SUPPORT SERVICES/CHARGES 149,878 141,227 164,800 34,282 165,800 170,800 3.0% 5,000 CAPITAL OUTLAY 4240 BUILDINGS & STRUCTURES - - - 4240 MACHINERY& EQUIPMENT 2,441 TOTAL CAPITAL OUTLAY 2,441 - - - - TRANSFERS 4820 OPERATING TRANSFERS 102,200 100,450 100,450 103,950 101,513 -2.3% (2,437) TOTAL TRANSFERS 102,200 100,450 100,450 103,950 101,513 -2.3% (2,437) TOTAL MUNICIPAL BUILDINGS 295,318 301,795 287,380 43,589 291,150 295,713 1.6% 4,563 Page 9 POLICE General Coding: 101-21- TOTAL POLICE PROTECTION 1,217,843 1,246,444 1,250,514 868,798 1,274,819 1,297,826 1.8% 23,007 Page 10 Approved Dept Actual Actual Budget YTD Budget Request Percent Dollar MATERIALS & SUPPLIES 2012 2013 2013 2014 2014 2015 Change Change_ 4245 GENERAL SUPPLIES 1,328 - TOTAL MATERIALS & SUPPLIES 1,328 - - - - - SUPPORT SERVICES/CHARGES 4380 UTILITY SERVICES - so - - 4400 CONTRACTUAL SERVICES 990,264 1,015,403 1,013,027 695,870 1,042,556 1,070,145 2.7% 27,153 4440 MISC SERVICES 1,119 3,277 2,000 605 2,500 2,500 0.0% - TOTAL SUPPORT SERVICES/CHARGES 991,383 1,018,680 1,015,077 696,475 1,045,056 1,072,645 2.6% 27,589 CAPITAL OUTLAY 4620 BUILDINGS& STRUCTURES 225,132 227,764 235,437 172,323 229,763 225,181 -2.0% (4,582) TOTAL CAPITAL OUTLAY 225,132 227,764 235,437 172,323 229,763 225,181 -2.0% (4,582) TOTAL POLICE PROTECTION 1,217,843 1,246,444 1,250,514 868,798 1,274,819 1,297,826 1.8% 23,007 Page 10 FIRE General Coding: 101-22 TOTAL FIRE PROTECTION 609,893 633,383 637,225 470,408 627,211 637,471 1.6% 10,260 Page 11 Approved Dept Actual Actual Budget YTD Budget Request Percent Dollar SUPPORT SERVICES/CHARGES 2012 2013 2013 2014 2014 2015 Change Change 4400 Excelsior Fire 307,705 320,728 324,999 249,299 321,367 337,315 5.0% 15,948 4400 Mound Fire Contract 24,282 25,000 24,583 12,292 23,573 24,000 1.8% 427 TOTAL SUPPORT SERVICES/CHARGES 331,987 345,728 349,582 261,591 344,940 361,315 4.7% 16,375 CAPITAL OUTLAY 4620 BUILDINGS& STRUCTURES 277,906 287,655 287,643 208,817 282,271 276,156 -2.2% (6,115) TOTAL CAPITAL OUTLAY 277,906 287,655 287,643 208,817 282,271 276,156 -2.2% (6,115) TOTAL FIRE PROTECTION 609,893 633,383 637,225 470,408 627,211 637,471 1.6% 10,260 Page 11 PROTECTIVE INSPECTIONS General Coding: 101 -24- TOTAL PROTECTIVE INSPECTIONS 120,451 130,224 126,088 70,180 126,823 129,223 1.9% 2,400 Net Levy Support (36,062) (52,389) 19,088 (62,732) 11,823 (777) Page 12 Approved Dept Actual Actual Budget YTD Budget Request Percent Dollar REVENUE 2012 2013 2013 2014 2014 2015 Change Change 3221 Building Permits 124,523 146,256 92,000 102,546 100,000 110,000 10.0% 10,000 3222 Plan Check Fees 31,990 36,357 15,000 30,366 15,000 20,000 33.3% 5,000 TOTAL REVENUE 156,513 182,613 107,000 132,912 115,000 130,000 13.0% 15,000 Dept Dept Actual Actual Budget May Request Request Percent Dollar PERSONAL SERVICES 2012 2013 2013 2013 2014 2015 Increase Change 4101 FULL -TIME REGULAR 87,420 88,725 92,613 60,711 93,902 93,902 0.0% - 4102 PART -TIME 211 6,468 1,500 - - 4121 PERA CONTRIB - CITY SHARE 6,597 6,588 6,714 3,999 6,808 6,808 0.0% - 4122 FICA CONTRIB - CITY SHARE 6,079 6,188 7,085 3,644 7,183 7,183 0.0% - 4131 EMPLOYEE INSURANCE - CITY SHARE 14,089 15,442 12,676 315 13,430 13,430 0.0% - TOTAL PERSONAL SERVICES 114,396 123,411 120,588 68,669 121,323 121,323 0.0% - MATERIALS & SUPPLIES 4200 OFFICE SUPPLIES 242 - - - 4245 GENERALSUPPLIES - 200 157 200 200 0.0% - TOTAL MATERIALS & SUPPLIES 242 - 200 157 200 200 0.0% - SUPPORT SERVICES /CHARGES 4321 COMMUNICATIONS - CELLULAR PHONE - - - 400 400 4331 TRAVEL, CONFERENCE & SCHOOLS 3,151 3,232 2,500 764 2,500 3,500 40.0% 1,000 4351 PRINTING AND PUBLISHING 87 161 150 135 150 150 0.0% - 4400 CONTRACTUAL SERVICES 2,450 3,185 2,500 455 2,500 3,500 40.0% 1,000 4433 DUES AND SUBSCRIPTIONS 125 235 150 150 150 0.0% - TOTAL SUPPORT SERVICES /CHARGES 5,813 6,813 5,300 1,354 5,300 7,700 45.3% 2,400 TOTAL PROTECTIVE INSPECTIONS 120,451 130,224 126,088 70,180 126,823 129,223 1.9% 2,400 Net Levy Support (36,062) (52,389) 19,088 (62,732) 11,823 (777) Page 12 CITY ENGINEER General Coding: 101-31- Page 13 Approved Dept Actual Actual Budget YTD Budget Request Percent Dollar PERSONAL SERVICES 2012 2013 2013 2014 2014 2015 Change Change 4101 FULL-TIME REGULAR 66,401 406 73,640 - - 4121 PERA CONTRIB - CITY SHARE 4,181 29 5,339 - - 4122 FICA CONTRIB - CITY SHARE 5,272 25 5,633 - - 4131 EMPLOYEE INSURANCE - CITY SHARE 8,761 - 7,937 - TOTAL PERSONAL SERVICES 84,615 460 92,549 - MATERIALS & SUPPLIES 4200 OFFICE SUPPLIES 104 - 150 - 4245 GENERALSUPPLIES 40 50 37 TOTAL MATERIALS & SUPPLIES 144 - 200 37 - - SUPPORT SERVICES/CHARGES 4303 ENGINEERING FEES 14,106 21,817 5,000 2,842 37,500 37,500 - 4321 COMMUNICATIONS - CELLULAR PHONE - 60 - 4331 TRAVEL, CONFERENCE & SCHOOLS 1,374 130 2,500 4351 PRINTING AND PUBLISHING 367 - 300 - 300 300 - 4400 CONTRACTUAL SERVICES 4,000 45,110 - 23,047 48,000 48,000 - 4410 RENTAL 159 57 - - 4433 DUES AND SUBSCRIPTIONS 1,546 1,576 3,060 2,100 2,100 - 4437 TAXES/LICENSES 136 - 300 - TOTAL SUPPORT SERVICES/CHARGES 21,688 68,690 11,220 25,889 87,900 87,900 0.0% CAPITAL OUTLAY 4240 MACHINERY& EQUIPMENT - - - - - TOTAL CAPITAL OUTLAY - - - - - - TOTAL CITY ENGINEER 106,447 69,150 103,969 25,926 87,900 87,900 0.0% Page 13 PUBLIC WORKS General Coding: 101a2- CAPITAL OUTLAY 4240 MAcn/wsnrasou/pMswr 424m FURNITURE AND FIXTURES TOTAL CAPITAL OUTLAY TRANSFERS 4820 OPERATING TRANSFERS EQUIPMENT TOTAL TRANSFERS 7SO,000 772,500 772,500 750,000 772,500 772,500 2,500 ~~. 800,000 830,000 800,000 830,000 TOTAL PUBLIC WORKS 1,409,772 1,454,320 1,512,325 289,232 1,550,887 1,634,847 5.4% 83,960 Page 14 Approved Dept Actual Actual Budget vro Budget mnoost Percent Dollar PERSONAL SERVICES 2012 2013 2013 2014 2014 2015 Change Change «zoz FULL-TIME REGULAR azuass 330,213 334,078 149,362 334,078 334,078 0.0% 4102 ov*m/Ms z'sss 2,607 2,500 4,144 2,500 2,500 0.0% 4103 pxnT-r/me z'ses 40,000 *0,000 mzz pcnxcomrn/a CITY SHARE 24'2e0 23'811 24'402 y'seo 24'402 o'aoz 11.em z'eoo 4122 p/cAcomrn/e CITY SHARE 24'*37 zs'szz 25'748 e'848 25'748 zu'000 11.e% s'oso 4131 EMPLOYEE INSURANCE -CITY SHARE *saez 50e75 42047 aru, szose azusy oom e000 TOTAL PERSONAL SERVICES 417'330 om'zzx 428'775 179'805 439's87 494,5*7 12.5% 54'e60 MATERIALS aSUPPLIES 4zoo OFFICE SUPPLIES 161 za zoo uaz zoo zoo oum 4212 MOTOR FUELS & Luox/cxr/om *z'euz 46'760 sz'000 zo'ooy sz'000 sz'000 0,0% 4221 MAINTENANCE opEQUIPMENT zr'oea 17.045 16'500 5'415 18'000 zu'000 0.0% 4223 MAINTENANCE opBUILDINGS 1'104 osa z'soo 244 r'000 ,'000 oum m4osmAurooLs AND MINOR EQUIPMENT :'040 1'463 1'500 so/ z'noo 1'500 50.0% soo 4245 scmsnxLsuppuss ssaos 75613 sy000 21886 s0000 s0000 00% rorxL MATERIALS mSUPPLIES 120'684 141'763 oz'aoo sr'sna 167'200 zsz'mo 0.3m sno suppomssxv/Cs$cnxnsss «aos cmo/mssn/ms 4305 DRUG TESTING zso yo« 1'800 sz 1'800 :'000 ou% 4321 coMMum/c«r/oms rsLspnomE z'*aa 2'044 s'zoo 1'703 z'/oo z'roo oom 4saz TRAVEL, CONFERENCE &SCHOOLS 3'154 a'zoo /'soo e'soo s'soo 0.0% 4380 UTILITY SERVICES u'sor 15'047 z«'sso a'ezu 15'000 zs'000 s./% z'000 eye ununss STREET LIGHTS 40'411 41'8*e m'soo 18'643 44'000 44'000 oum 4voo CONTRACTUAL SERVICES sz'ars 40'244 es'000 20'642 64'000 e4'000 oom 4410 nsmn^LS 679 231 z'000 zo o'000 1'000 oum 4433 DUES AND SUBSCRIPTIONS z'sss z's/a z'soo u'/ns z'roo z'roo 0.0% 4437 rAxss/uccwsss nrs szs eoo ros yoo eoo 00% 4440 M/scssnv/css 1108 119 aann ,s 4000 4000 00% roa^L Supponrssnv/Cs$c*Anoss zzz'/su :05'845 138'sso 52'324 141'e0 zou'soo o./m 1'000 CAPITAL OUTLAY 4240 MAcn/wsnrasou/pMswr 424m FURNITURE AND FIXTURES TOTAL CAPITAL OUTLAY TRANSFERS 4820 OPERATING TRANSFERS EQUIPMENT TOTAL TRANSFERS 7SO,000 772,500 772,500 750,000 772,500 772,500 2,500 ~~. 800,000 830,000 800,000 830,000 TOTAL PUBLIC WORKS 1,409,772 1,454,320 1,512,325 289,232 1,550,887 1,634,847 5.4% 83,960 Page 14 ICE AND SNOW REMOVAL General Coding: 101 -33- Page 15 Approved Dept Actual Actual Budget YTD Budget Request Percent Dollar PERSONAL SERVICES 2012 2013 2013 2014 2014 2015 Change Change 4101 FULL -TIME REGULAR 14,416 38,307 37,455 29,490 37,455 37,455 0.0% - 410 OVERTIME 4,577 6,119 7,500 8,839 7,500 7,500 0.0% - 4121 PERA CONTRIB - CITY SHARE 1,425 3,145 3,259 2,832 3,259 3,259 0.0% - 4122 FICA CONTRIB - CITY SHARE 1,414 3,149 3,439 2,481 3,439 3,439 0.0% - 4131 EMPLOYEE INSURANCE - CITY SHARE 5,670 6,142 5,009 1,750 6,686 6,686 0.0% - TOTAL PERSONAL SERVICES 27,502 56,862 56,662 45,392 58,339 58,339 0.0% - MATERIALS & SUPPLIES 4245 GENERALSUPPLIES 29,509 44,835 45,000 25,591 45,000 45,000 0.0% - TOTAL MATERIALS & SUPPLIES 29,509 44,835 45,000 25,591 45,000 45,000 0.0% - TOTAL ICE & SNOW CONTROL 57,011 101,697 101,662 70,983 103,339 103,339 0.0% - Page 15 PARKS MAINTENANCE General Coding: 101-52- xvvmvmd Dept Actual xct"e/ ouuum vrm aounm Request penrm Dollar PERSONAL SERVICES 2012 2013 zosa zoz^ 2014 zmzs Change Change 4101 FULL-TIME REGULAR r/'oss sz'oss ee'784 ss'zsr 69'784 69'784 oum 4102 ovsnr/Ms a'soo xu/ z'soo z'soo oom 4103 pAnrr/mE s'sso 2'464 za'000 4'438 zz'cmo 12'000 ooe 4121 pcnAcomrmo CITY SHARE s's»o 4'447 5'241 3'220 5'241 5.241 oom 4122 p/o^comrn/u CITY SHARE s'yo 4,30e e'448 s'oss 6'*48 6'448 oum 4131 EMPLOYEE INSURANCE CITY SHARE 8,076 8,966 7,386 2,263 13,500 13,500 0.0% TOTAL PERSONAL SERVICES 101'3e5 82,222 103,3s8 ay'znw 109'473 my'ors 0.0% - MATERIALS mSUPPLIES 4208 posT»ss zss 4221 MAINTENANCE opEQUIPMENT 5'469 4,000 sez s'000 s'000 0.0% 4223 MAINTENANCE orBUILDINGS sos a'zoo s'000 ss 4,000 /'000 /som a'000 4240 SMALL TOOLS AND MINOR EQUIPMENT 613 e32 ncm 45 uon 000 num 4245 semsnALsuppues 8,358 s'zye s'scm a',ss e'soo e'soo 0.0% m*, TREES PURCHASED 7364 rorxL MATERIALS mSUPPLIES o'oys 18,908 19'300 4,815 oo'soo 23,300 z«.om u'000 supponrscxmceucnxnsss *aoa ENGINEERING FEES 2'000 2000 'z000m (z'000) 4321 coMmum/CAT/oms r*LEpnome 1'019 z'uzu u'aoo e45 z'ocm 2'000 11.1% zoo *331 TRAVEL, CONFERENCE &SCHOOLS 1'000 s 1'000 z'000 0.0% 4351 PRINTING AND PUBLISHING so 160 4380 UTILITY SERVICES 7'048 e^901 e'000 a's,z y'000 11'000 zzzm z'000 «400 CONTRACTUAL SERVICES 15'061 14,895 r'zoo z'suo e'800 13'000 32.7% 3'200 4410 nswrxLS e's*z e'uar 9,750 s'azz 11'000 z:'mm 0.0% 44*0 M/scssnv/css zers TOTAL SUPPORT SERVICES/CHARGES 32,807 38,816 30,910 15,532 34,600 38,000 9.8% 3,400 TOTAL PARKS MAINTENANCE 151,297 139,946 153,S68 89,451 164,373 170,773 3.9% 6,400 Page 16 RECREATION General Coding: 101 -53- Page 17 Approved Dept Actual Actual Budget YTD Budget Request Percent Dollar REVENUE 2012 2013 2013 2014 2014 2015 Change Change 3471 Recreation Rentals 1,498 1,524 29,500 2,925 1,500 1,500 0.0% - 3473 Park Programs 31,356 32,844 17,439 30,000 32,000 6.7% 2,000 3474 Arctic Fever /Princess Tea 3,214 2,370 3,225 5,500 3,500 -36.4% (2,000) TOTAL REVENUE 36,068 36,738 29,500 23,589 37,000 37,000 0.0% - Dept Actual Actual Budget YTD Request Percent Dollar PERSONAL SERVICES 2012 2013 2013 2014 2014 Increase Change 4101 FULL -TIME REGULAR 28,780 30,872 21,882 13,345 22,211 22,211 0.0% - 4102 OVERTIME 418 - 550 - - 4103 PART -TIME 3,099 13,615 10,000 12,503 10,000 10,000 0.0% - 4121 PERA CONTRIB - CITY SHARE 2,302 2,469 1,586 1,011 1,610 1,610 0.0% - 4122 FICA CONTRIB - CITY SHARE 2,370 3,424 2,439 2,005 2,464 2,464 0.0% - 4131 EMPLOYEE INSURANCE - CITY SHARE 1,076 498 453 59 458 458 0.0% - TOTAL PERSONAL SERVICES 37,627 51,296 36,360 29,473 36,743 36,743 0.0% - MATERIALS & SUPPLIES 4245 GENERALSUPPLIES 1,171 500 1,500 500 - 4246 PROGRAM EXPENSE 4,318 2,808 5,800 5,800 0.0% - TOTAL MATERIALS & SUPPLIES 1,171 4,818 1,500 3,308 5,800 5,800 0.0% - SUPPORT SERVICES /CHARGES 4321 COMMUNICATIONS- TELEPHONE 728 - 2,100 - 4331 TRAVEL, CONFERENCE & SCHOOLS 179 48 1,500 - 200 200 0.0% - 4351 PRINTING AND PUBLISHING 904 - 1,500 850 850 0.0% - 4400 CONTRACTUAL SERVICES 10,164 4,923 14,795 264 10,500 10,500 0.0% - 4433 DUES AND SUBSCRIPTIONS 150 199 250 49 250 250 0.0% - 4440 ARCTIC FEVER /PRINCESS TEA 3,258 7680 5357 7,000 7,000 0.0% - 4450 BANK SERVICE CHARGES 63 201 0 - TOTAL SUPPORT SERVICES /CHARGES 15,446 13,051 20,145 5,670 18,800 18,800 0.0% - TRANSFERS 4820 OPERATING TRANSFERS 42,000 42,000 42,000 42,000 42,000 0.0% - TOTAL TRANSFERS 42,000 42,000 42,000 - 42,000 42,000 0.0% - TOTAL PARKS AND RECREATION 96,244 111,165 100,005 38,451 103,343 168.8% 64,892 (103,341) Net Levy Support 60,176 74,427 70,505 14,862 66,343 Page 17 _____________________________________________________________________ POSITION TITLE: Forester/ Environmental Specialist DEPARTMENT: Public Works and Engineering ACCOUNTABLE TO: Director of Public Works _____________________________________________________________________ OBJECTIVE AND SCOPE Provides Forester program services, including the diseased tree program; assists with the city’s NPDES/MS4 program; provides technical and administrative support for the Public Works/Engineering Departments. ESSENTIAL FUNCTIONS OF THE POSITION A.Provides Forester Services 1.Recommends, implements and monitors progress of long and short-range plans and goals regarding urban forestry programs such as the Tree Preservation and Reforestation Policy and the Diseased Tree Program, risk management, emergency preparedness, and forecasts potential program changes in order to adjust to changing circumstances. 2.Inspects trees on public property for quality, value, defects, pests, and mechanical damage; determines protective and corrective measures required for preventative maintenance measures; determines potential planting sites and type trees to plant based on assessed site conditions, soil tests, etc. 3.Provides assistance in expertise and technical assistance to citizens, city staff, governmental units, and other outside agencies on matters of concern regarding city urban forestry issues. 4.Prepares and coordinates public education programs related to urban forest management principals such as Tree City USA, Arbor Day and Earth Day and represents City in presenting programs to government commissions, city advisory committees, civic groups, volunteer groups, schools, private developers and others. DRAFT 1 B. Assist the City with Compliance National Pollutant Discharge Elimination System (NPDES) 1.Operational-level work in the field of environmental compliance within NPDES regulations (MS4, Construction, and Industrial Permits). 2.Provide a variety of tasks relating to the administrative, technical and operational requirements of the Clean Water Act; and compliance with the provisions of Section 402. 3.Responsible for administration, review and compliance of numerous local and state codes regulating Stormwater quality, construction activity, and related assignments within the City’s jurisdiction. 4.Site inspection, water quality sampling activity and pollutant evaluation work. C. Provides General Support for Public Works and Engineering 1.Assists the Director of Public Works and City Engineer in responding to residents, contractors, and other members of the public regarding issues directly related to Public Works or Engineering issues. 2.Assist the Director of Public Works and City Engineer in records management including files, electronic files. EDUCATION and/or EXPERIENCE Requires a Bachelor’s Degree from an accredited college or university in Urban Forestry, Forestry, or related field plus at least three (3) years of increasingly responsible supervisory and/or project management work experience directly related to urban forest management activities. A graduate degree in one of the above fields may be substituted for one year of required work experience. Active membership in the International Society of Arboriculture and/or the Society of Municipal Arborists is preferred. OTHER KNOWLEDGE, SKILLS AND ABILITIES  Principles, methods, standards, procedures and techniques related to comprehensive management in the practice of urban arboriculture, forestry and horticulture including plant biology, taxonomy, anatomy and physiology and integrated pest management (IPM).  Working knowledge of municipal policies, operation, procedures and functions.  Requires strong communication skills and the ability to coordinate with multiple parties to comply with Stormwater regulations and water quality solutions.  Knowledge of correct English language usage, including grammar and spelling; visual proofreading skills. DRAFT 2  Ability to read and interpret technical documents, regulations and procedure manuals.  Utilizes effective communicate skills both verbally and in writing with elected officials, supervisors, other employees and the general public.  Ability to prepare routine reports and correspondence.  Experience with computer operations and proficient use of Microsoft Office (Word, Excel, PowerPoint, Outlook, etc) and capable of learning other software programs as required. In compliance with the American With Disabilities Act the following represents the Physical and Environmental Demands : The position requires an equal amount of time spent standing, walking, and sitting. Lifting, pushing/pulling, or carrying objects weighing up to thirty (30) pounds is required. Climbing, stooping, kneeling, crouching, crawling, twisting, and bending are sometimes required. Repetitive movements of the hands are required. Audio, visual, and verbal functions are essential functions to performing this position. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Also must understand safety policies and actively promote safe practices in the workplace, based on annual safety training. DRAFT 3 Work Program Forester/ Environmental Specialist 2015 Forestry: Develop and Implement: Tree Preservation and Reforestation Policy Diseased Tree Program Advisory Tree services Program (private property) (0.25 FTE) Advise on Park Maintenance Standards Policy Public Works: Documentation and Inspection of Storm Water Basins and Wetland Basins: Under the new storm water requirements, the City is to compile a database of all of the storm water basins, determine the designed volume of storage, measure current sedimentation and volume, and document the condition of each inlet and outlet for the basin. (0.25 FTE) Public Works: Administrative Support and Citizen Contact (0.25) 2016 Forestry: Administer Emerald Ash Borer Program Create a public education campaign for Urban forestry management Continue Resident Advisory Program Advise City and Residents on impacts of pending construction projects Public Works: MS4 Requirements Perform annual Best Practices Inspections Continue data base creation and update Respond and educate on known and illicit discharge occurrences Public Works: Administrative Support and Citizen Contact 2017 Forestry: Continue above programs and advise on other issues as assigned. Public Works: Continue MS4 compliance activities Continue Administrative Support Activities Other duties as assigned EXCERPTS OF MEETING MINUTES February 8, 2014 City Council/Staff Retreat 4. Staffing for the Public Works Department Joynes commented that Shorewood has a higher socio-economic status; therefore, resident’s requests are more demanding in terms of quality and timely services. He stated the public works employees are your front line ambassadors; they have more contact, and create a big impression with residents. Council needs to understand the type of services the residents demand. He believes there is no slack in the current system; it is managed well. Joynes stated Council needs to tell staff what they want, and staff will provide a plan for how to structure for that. Woodruff stated if expectations are being met, we are ok. But if the expectations are going to change, we need to plan accordingly. He gave some examples, such as, evaluating current expectations of street plowing or how often the grass should be cut in the parks. Siakel suggested bringing in an arborist for assistance. She suggested this could be a resource to offer to residents. Her concerns are making sure public works has the right equipment, and making sure we are not pushing people to a point of safety issues. She asked if there is a need for a person to fill in when employees are out on long term medical leaves, or if a person is needed to do the administrative work. She questioned overall what the needs are. Brown indicated that public works is running at 100% and he believes this is working. He feels that the equipment needs are being met. He sees the shortfall in the administrative side. There will be a push from the storm water issue with regards to information requests and how maintenance is tracked. He noted that he can get in a bind when, for example, one person calls in sick on a roadway patching crew, and how to fill that void. It doesn’t happen often, but there may be some days when road patching cannot be done safely due to personnel limits. In response to a question from Woodruff, Brown noted the goal is to review the roadway survey annually. Hornby stated that when looking at public works staffing as it relates to storm water requirements, most public works departments will need approximately 75% time commitment for inspections. This is an estimate from other cities with populations of 10-20,000. Typically it is an environmental scientist doing this work. Administrative assistance from a consultant, city engineer or public works director is needed on top of that. Documentation is very important in this process. We can look at the time commitment the public works staff is currently spending on inspections, and if a specialist is needed for the tree inventory. In response to a question from Siakel, Hornby indicated this position could either be a contract position, a city employee, or a combination of the two. In response to a question from Joynes, Hornby indicated the person would need to know MS4 requirements. He thought the salary would be in the $55-70K range, and the type of person would be, for example, an environmental scientist. Zerby said he would like to investigate the addition of an administrative assistant in public works. He has had issues raised by residents on parks, trails, water, etc, and he thinks more back office support is needed to address these issues. He would also like to see the GIS system expanded to more work stations and on- line. Hotvet would like consideration of hiring an outside resource to conduct a feasibility study/cost-benefit analysis on specifically on how the cities of Tonka Bay, Excelsior, and Shorewood can work together on public works functions. Woodruff indicated support for Brown to review his position and identify items that don’t require an engineering degree which could done by an administrative assistant, such as completing reports to the state, which would provide Brown more time to focus on other key items, such as storm water management requirements, or other critical functions. Siakel agreed with investigating additional administrative help for public works. She noted that what Hotvet is suggesting in relation to cooperative efforts with the other cities, and conducting a cost-benefit analysis with the other cities is above and beyond the evaluation of Shorewood public works staffing needs. With regards to looking at a cooperative effort with the other cities, she agrees it is logical and pragmatic, but there is an emotional component that gets problematic. She feels if the city were to consider this effort, Excelsior would be the most likely city to focus on in this effort. 10. Diseased Tree Programs Joynes stated that Council has already discussed the staffing needs relating to diseased trees, and asked Nielsen to provide an overview on how other cities are approaching diseased trees and what our issues are. Nielsen indicated the tree inventory has been completed. The one piece that he is uncomfortable with is the Freeman Park portion of the inventory. This area was estimated, but it holds the bulk of the ash tree population. Nielsen would like Council to consider hiring or contracting with a professional forester to look specifically at Freeman Park, to determine how many trees are actually there. The tree inventory shows approximately 2700 ash trees in 53 acres. If that is accurate, he would like to know what should be done with that. In the last year or two, cities have jumped on the treatment bandwagon. At City Hall and in Silverwood Park, there are some nice ash trees that likely could be treated. The current thought is to remove smaller trees, as it is cheaper to remove a 4” tree vs. 12” tree. If you put something in its place, in about 10 years, you would have something else growing where the smaller trees were removed. This also spreads out the cost of this project. He questioned if public works could do some of that work, or if it should be a contracted service. Nielsen will be meeting with a landscaper to get a price on what they would charge to remove smaller trees. He noted this is good winter work to remove these trees, and there are a lot of guys available to do this if we contract out this work. If 2/3 of the trees in Freeman Park are ash; we are looking at a 10-year period of cutting 20% every other year; and reforest in-between. It will likely be controversial and people will not like it. He asked for Council input on what role public works would have and/or a contractor. He stated that Excelsior has a forester, and he talked to someone in Minnetonka Beach regarding a cooperative effort with ash borer. The city of Minnetonka has an in-house forester. Woodruff stated we need a program and he would like to see us write an RFP to see what response we get. Siakel noted that in looking at this from a larger perspective, she wonders if we have an arborist, could we offer residents this service for diagnosis. Hotvet agreed that offering this service to residents would be beneficial. Nielsen stated an advisory service like this could fit in whether it was someone who was hired or if it was a contract with someone. Woodruff agreed that residents could use this service as a resource for evaluation of their situation for a fee, but he doesn’t want the city to get involved with tree removal. Nielsen stated he was referring to removing trees in public right of way. He also discussed an option to offer the homeowner whose property abuts the right-of-way where a diseased tree exists to treat the tree for a fee if they really didn’t want it cut, or the city would cut and replace the tree. July 14, 2014 City Council Work Session Administrator Joynes explained staff has identified three optional things identified during the February 8, 2014, Council and staff retreat that would impact the 2015 budget. The first is the proposed Public Works support/forester .75 FTE position. The assumption is there will be a SSCC operating budget deficit based on the current level of operations. That deficit could be increased by approximately $45,000 if Council chose to have a full-time coordinator on site at the SSCC. Staff has spent a significant amount of time developing the SSCC Capital Improvement Program (CIP). If Council accepts the SSCC CIP and the need to purchase the new trail plowing equipment, then the transfer to the Equipment Fund needs to be increased to $150,000 from $75,000. If that is done going forward, then the City will be able to fund the improvements that will be necessary to maintain the SSCC facility out through 2030. Administrator Joynes explained the primary duties of the proposed public works support position would be City forester, the creation of a diseased tree program, help and consultation on tree and foliage related issues when trails are constructed and roadways are reconstructed, developing a program for the emerald ash borer issue, and possibly providing residents with consultation on personal distressed tree issues. The secondary responsibilities would be related to stormwater management, MS4 (Municipal Separate Storm Sewer System) requirements and survey work. The position would relieve WSB from doing some of that work. The position could provide community contact to residents on private property issues that are public works in nature. Response times to residents would be improved. The position would be a .75 FTE position. The person hired to fill that position would likely have some of the skills the City would want but would have to grow into the rest of the job. He expressed confidence that there are forester people who would do that. It would be a person who would interested in getting into environmental issues. The salary and appropriate benefits for that .75 FTE position would be approximately $64,000. Approximately 50 percent of the proposed position could be funded out of a combination of the Stormwater Management Fund (MS4 related activities), the Street Reconstruction Fund (dealing with trees and foliage as part of roadway improvements), the Trail Fund (dealing with trees and foliage as part of trail construction) and possibly user fees (for private consultation). The other 50 percent would be funded out of the General Fund (i.e., general property taxes); the impact on the general tax levy would be about $30,000. Councilmember Hotvet stated she likes what is being proposed and that the City has a lot of needs. She asked how a .75 FTE position was arrived at. She also asked why a person would apply for a .75 FTE position. Administrator Joynes stated he knows there are a two people who would apply for the position because it is a .75 FTE and they would be good candidates. A major part of the reason for it being a .75 FTE is logistical; where will that person be stationed. There is discussion about sharing office space. A full-time position would be a larger problem for the City to accommodate. Joynes noted he thinks that the position is clearly a full-time job. And that the job will generate more public use. Staff may eventually ask that the position be changed to full-time. The .75 position will address the issues raised at the retreat. Councilmember Siakel stated the concept for the proposed position is good. She then stated she thought the Building Official was trained on diseased trees. She asked how diseased trees and stormwater management tie together. She thinks it is disjointed. Administrator Joynes stated there are people who have more of an environmental approach to things. They may have a degree in forestry or hydrology. He noted that he thought it would be possible to find a person that is a talented forester who wants to get involved in things other than just forestry. He explained that the other things the person would be involved with are not terribly complicated; they do not require an engineering degree. It will require an interest in doing other things. The person would be trained to take on those other functions over time. He thought what is being proposed is an economical approach to satisfying a number of needs the City has. The number of hours WSB consults for the City could be reduced because some of the less skilled needs could be transferred to the new position. Mayor Zerby stated there is definitely a need for help in Public Works and that tree diversification is becoming more important. He noted that the gypsy moth is headed this way from the east coast and it will go after oak trees. Councilmember Woodruff stated the Street Reconstruction Fund and the Trail Fund are taxpayer funded. Therefore, 75 percent of the position would be funded out of taxpayer dollars. He commented that at some point he would like to discuss user fees. Administrator Joynes stated the specifics of that would be discussed in the fall. Councilmember Sundberg stated she supports the proposed position and noted that she thinks staff will come back soon and ask to make it a full-time position. She then stated she thought the person who fills that position would be helpful to the City’s residents on a variety of things such as invasive plants and wetland regulations. She thinks there are people who are environmentalists at heart. She went on to state there are a lot of intersections in the City where trees and shrubs are starting to limit visibility. She asked if that position would be responsible for addressing that. Administrator Joynes stated that is a forestry problem and a Public Works site line problem. Councilmember Siakel asked if that means the City will look for someone with an environmental background. Administrator Joynes stated at least a background in forestry or hydrology or plant life and with a willingness to learn and expand their knowledge base. Councilmember Woodruff stated he is okay with the first option and suggested budgeting for a full-time Public Works support person but possibly hiring a .75 person. Administrator Joynes stated that can be created as an option. i MEMORANDUM I TO: Park Commission FROM: Brad Nielsen DATE: 15 August 2014 RE: Badger Park — "Concept 1.5" FILE NO. Parks (Badger) i Attached is a third concept plan (1.5)for Badger Field. It is a revision to Concept 1. The following changes are highlighted: • The parking lot has been redesigned to create a turn - around south of the canopy for the r SSCC. This makes it possible for traffic to circulate without having to go through the canopy area. The result is a reduction in the number of parking spaces, fifteen fewer than Concept 1 and ten fewer than Concept 2. • A safety fence is proposed for the north end of the ball field to keep balls from going into the parking area and walkway. This fence may be as tall as 12 feet. • The plan includes an estimate of costs if the project were to be phased. i Cc: Dick Woodruff k i 701 Xenia Avenue South, Suite 300 - Minneapolis, MN 55416 W I MN — msbeng.com I I SB 8 i t ,rte f h ,/� r ,+� �y o C/o I'S Dote: July 9, 2014 A>6urk ��./) (`,J) yV+ (V� Project #: 01459 -640 — &Associates, Inc. CITY OF SHOREWOOD g -� ��i► SSCC 0 `l � \,7" PEDEST IAN 'ti L- y CONK CTIONfiti SSCC - 4: I 1' CONNE fiION VEGETATIVE BUFFER' . ' ♦�,♦ r; VEHICUL j� ♦'0 TURNAR IJtD. " . M I - ONU T, l APPROXIMATE PHASE ♦ - f I DROP OFF AREA , ONE ,'LIMITS 1 SAFETY F, LING " r' ♦ 1 , r *` I R NFI E CIRCULATIO 1 1 OVERLOOK t� W r & PARKING ? ? ♦ ♦ ♦♦ SPORTS LIGHTING "VILLAGE GREEN„ 1 1 YI 1 IMPROVED LACROSSE/ OPEN LAWN MODIFY POND TO;,1 FOOTBALL FIELD @ 300'x 160 on 4` r _ 1 ACCOMMODATE F P E F NIT .: 1 (SHIFT SOUTH 25' -35') 1 TREATMENT OF f` y 1 i *NORTH /SOUTH ORIENTATION STORMWATER IS PREFERRED RECREATIONAL DESIGN . Fr 1 SHELTER WIT �` STANDARD y . - RESTROOM i PICNIC AREA EXISTING RE -K P TENNIS COURT AREA 1 �t F F y I t MENTA NATUR RAIL I� Ida. CITY HALL s PLAY AREA r.. I, a,rI D G E ,. s r FOOT R WO . t j N •ay r Y I t . . ' f ;; ': Badger Park Athletic Field Options - City of Shorewood Estimated Construction Cost Comparison WSB Project #01459 -840 By: SM Phase 1 Development: Item Description Est. Cost 1 Removals $32,050 2 Earthwork & erosion control $60,000 3 Sanitary Sewer Improvements $8,350 4 Water Main Improvements $21,900 5 Storm Sewer Improvements $52,910 6 Irrigation system - assumes booster pump is not required and that city pressure is sufficient $32,500 7 1 Lighting re- aiming $5,000 8 Aggregate nature trail $16,800 9 Bituminous trails $31,500 10 Parking lot (asphalt paving with 2' soil correction, concrete curb & gutter, striping, signage) $140,680 11 Lawn seeding $9,000 12 Athletic field seeding $15,000 13 iSafety Fencing $7,250 14 Landscape enhancements / ornamental plantings $8,000 15 1 Erosion control blanket and restoration on steep side slopes at southern edge of field $15,000 Subtotal $455,940 Recommended Contingency (10 %) $45,594 Estimated Administrative Costs (15 %) $75,230 Phase 1- Estimated Total 1 $576,764 Future Development: Item Description Est. Cost 1 Removals $8,500 2 Earthwork $25,000 3 Bituminous trails $56,500 4 Shelter with restroom $250,000 5 1 Play area and equipment $130,000 Concrete walks and plaza areas $45,040 7 Wooden foot bridge $3,500 L10 Wooden overlook $30,000 Site Furnishings $25,000 Landscape enhancements / ornamental plantings $17,000 Subtotal $590,540 Recommended Contingency (10 %) $59,054 Estimated Administrative Costs (15 %) $97,439 Future -Estimated Total $747,033 Note: These estimates are based on master planning level design work for the purpose of establishing budgeting, Costs will need to be refined as the design progresses with greater detail, higher level of basemapping and geotechnical investigations. Construction efficiencies will be lost by dividing the project into numerous phases. Although the estimates take this into consideration, the pricing is based on 2014 costs. Inflation and other economic changes will require the costs to be adjusted in the future. Estimate does not include costs of new electrical service to the park. This will be requested from Xcel Energey under separate future correspondence. 7/21/2014 Page 1 of 1 K:1 01459- 8401Quantity\Preliminary\1459 -840 Badger Park Estimates- concept 1.5 phased