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CITY OF
SHOREWOOD
5755 COUNTRY CLUB ROAD. SHOREWOOD. MINNESOTA 55331-8927. (612) 474-3236
FAX (612) 474-0128. www.state.neUshorewood. cityhall@shorewood.state.net
MEMO
TO:
Mayor and Councilmembers
AI RO~Jim Huon"
August 26, 1999
FROM:
Date:
RE:
2000 Draft Budget - Council Work Session 8/30/99
Enclosed for your review please find the 1st draft of the 2000 Operating Budget which will
be discussed at our work session on Monday night. The budget includes an increase in the
City's tax levy, but this will be offset by an increase in tax base, resulting in a decrease in the
city share of the tax bill for most properties. It is our primary purpose to arrive at a
preliminary levy for 2000, which must be certified to Hennepin County by September 15.
For the last several years, the City has maintained a healthy balance in the General
Fund. Prior to 1999 a portion of the annual budget was financed from this balance. It has
continued to be our endeavor to balance the budget without dipping into General Fund
reserves. This has become increasingly difficult with the extension of levy limits and no real
increases in state aid. However, the budget for 2000 is balanced with available revenues and
transfers so that there is no 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 2000 of 2.80% and
generate an additional $52,053.
In addition, the City may be able to recover unreimbursed storm cleanup costs from the
Spring, 1998 storms through a special levy. The City must make a special appeal that must
be granted by the Commissioner of Revenue. This would allow the city to recover $22,668 in
unreimbursed storm cleanup costs. If granted, the total tax levy increase would be a total of
$74,721, or 4.01%.
The City's tax base has grown by approximately 10.97% over the last year. Most of the
increase is attributable to the expiration of the Waterford Tax Increment District. The
increase in tax base effectively offsets the levy increase and will result in a lower tax rate for
2000. Changes in property classification rates will also result in slightly lower taxable
1ft
~J PRINTED ON RECYCLED PAPER
./ ~
..
values. This means that even though the levy is increasing, the impact in the city's portion
of the property tax on homestead parcel valued at $200,000 will be a reduction of $122.
Other revenue sources considered in this budget include: an increase in building permits due
to the senior housing project; renewal of Rental Housing Licenses; the addition of Tobacco
Licensing; a slight increase in fines and forfeitures; increases in interest income and refunds;
increases in transfers from the Water and Sewer Funds to defray overhead costs; and
additional antenna revenue from installations on the west end water tower. This budget also
includes a $10,000 transfer from the Liquor Fund from anticipated profits. This will be the
first transfer since 1995.
The budget being submitted for your consideration assumes a growth in expenditures and
transfers to capital funds of3.78% from 1999. Changes in expenditures include increases in
staff salary and benefit adjustments (including a 15% increase in health insurance rates),
public safety (police and fire protection, animal control, etc.), assessing services, efforts in
the CIP (including the reinstatement of a transfer to the Park Capital Improvement Fund),
continuing community communication efforts, and other programming needs. We have also
budgeted for staffing and expenses for the new Land ConservationlEnvironment Committee.
Staff feels that the draft budget and proposed levy are necessary to continue to provide
quality services to residents of Shorewood. The City Council should be aware that the budget
was prepared according to priorities and programs that the Council has identified. The
budget allocates funding to achieve these priorities and maintain quality programs. Also, the
budget continues in the tradition of being fiscally conservative.
Included in the budget are a number of issues for Council to discuss: a strategic planning
initiative; comparable worth study; tobacco licensing; rental housing licensing; antenna
revenue; contributions from the utility funds for compensation of overhead costs; CIP
funding, and other issues. Other items to touch on, although not directly included in this
budget, are water rates (possible increase) and sewer rates (possible decrease). These
should be topics of discussion during the work session.
Shorewood has continued to demonstrate 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.
Please review the document and feel free to call us with any questions you may have. We
would especially draw your attention to the departmental objectives and encourage your input
in this area. If you have any other issues, we can research them and hopefully have. some
answers by meeting time.
.,
.
':\
CITY OF
SHOREWOOD
'"
..
5755 COUNTRY CLUB ROAD' SHOREWOOD, MINNESOTA 55331-8927' (612) 474-3236
FAX (612) 474-0128' www.state.neUshorewood' cityhall@shorewood.state.net
CITY OF SHOREWOOD,
MINNESOTA
2000 PROPOSED ANNUAL OPERATING BUDGET
AUGUST 30, 1999
o PRINTED ON RECYCLED PAPER
CITY OF SHOREWOOD
2000 PROPOSED BUDGET
..
TABLE OF CONTENTS
Summary of Proposed 2000 General Fund Budget
Preparation Calendar for 2000 Budget
PAGE
1-2
3-4
General Fund
Revenues
Proposed Revenues Chart
5
6-7
Summary of Proposed 2000 Revenues
Expenditures
Proposed Expenditures Chart
Summary of Proposed 2000 Expenditures
Departmental Budgets
41110 - Mayor and Council
41300 - Administrator
8
9
41400 - General Government
10-11
12-13
14-15
16-17
41500 - Finance
41600 - Professional Services
18-19
20-21
22-23
24-25
26-27
28-29
30-31
32-33
41910 - Planning and Zoning
41940 - Municipal Building - City Hall
421 00 - Police
42200 - Fire Protection
42400 - Protective Inspection
42700 - Animal Control
43010 - City Engineer
Departmental Budgets (cont.) PAGE
43050 - Public Works Service 34-35
... 43100 - Streets and Roadways 36-37
43125 - Snow and Ice Removal 38-39
43160 - Traffic Control/Street Lighting . 40-41
43200 - Sanitation/Waste Removal/Weeds 42-43
43250 - Tree Maintenance 44-45
45200 - Parks and Recreation 46-47
GENERAL FUND SUMMARY
2000 PROPOSED BUDGET
Actual Actual Budget YTD June Annual Proposed
1997 1998 1999 1999 EST -99 2000
Revenues and Other Sources
Property Taxes 1,703,509 1,776,852 1,862,058 696,864 1,862,058 1,936,779
Licenses and Permits 236,672 223,248 172,400 69,643 164,885 195,850
Intergovernmental 450,186 532,359 467,655 20,443 467,748 453,811
Fines and Forfeitures 76,340 73,337 80,000 49,668 100,000 95,000
Charges for Service 63,209 34,297 52,100 18,948 52,100 54,100
Miscellaneous Revenue 140,172 117,732 120,700 64,001 130,000 143,700
Total Revenues 2,670,088 2,757,825 2,754,913 919,567 2,776,791 2,879.240
Expenditures
General Government
Mayor and Council 53,748 54,490 76,008 32,768 79,008 90,777
Administration 102,995 110,132 104,535 50,841 105,777 110,693
General Government 108,639 121,657 114,348 53,126 118,464 131,235
Finance 103,404 109,414 107,857 50,389 112,008 122,234
Professional Services 174,034 274,063 152,000 89,649 147,858 146,400
Planning and Zoning 98,338 108,895 103,651 49,440 105,704 122,299
Municipal Building 138,211 127,602 130.100 54,061 130,050 130,450
Total General Government 779,369 906,253 788,499 380,274 798,869 854,088
Public Safety
Police 505,479 539,120 553,428 258,007 552,728 557,945
Fire Protection 152,348 156,623 166,355 124,766 166,355 171.175
Protective Inspection 72,877 75,159 84.112 30,506 79,107 85,516
Animal Control 13,367 17,458 18,000 9,044 18,500 19,000
Total Public Safety 744,071 788,360 821,895 422,323 816.690 833,636
Public Works
City Engineer 79,436 92,528 102,477 35.840 96,273 100,033
Public Works Services 222,269 225,794 205,190 123,132 234,466 246.538
Streets and Roadways 126,671 94.444 131,691 38,389 117,824 129,864
Snow and Ice Removal 42,404 22,456 44.817 25,931 44,987 46,255
Traffic Control/Street Light 38,923 39,289 38,500 18,679 39,500 39,100
SanitationlWaste Rernova 5,105 110,120 4.616 2,877 3,887 4.122
Tree Maintenance 16,383 13,137 22,222 5,324 22,266 21,984
Total Public Works 531,191 597,768 549,513 250.172 559,203 587,896
Culture and Recreation
Parks and Recreation 115,193 110.287 148,606 55,321 132,278 136,820
Total Culture and Recreation 115,193 110,287 148,606 55,321 132,278 136,820
Total Expenditures 2,169,824 2,402,668 2.308,513 1,108,090 2,307,040 2,412,440
1
GENERAL FUND SUMMARY
2000 PROPOSED BUDGET
Actual Actual Budget YTD June Annual Proposed
1997 1998 1999 1999 EST -99 2000
Total Revenues Over (Under)
Expenditures 500,264 355,157 446,400 (188,523) 469,751 466,800
Fund Transfers In
Liquor Fund 0 0 0 0 0 10,000
Street Reconstr Fund 0 10,00Q 32,000 0 32,000 0
Trail Fund 0 3,000 6,000 0 6,000 3,000
Sewer Fund 0 0 6,000 0 6,000 10,000
Water Fund 0 0 2,400 0 2,400 5,000
Total Transfers In 0 13,000 46,400 0 46,400 28,000
Fund Transfers Out
Equip Replacemt Fund (PI 0 800 800 0 800 800
Equip Replacemt Fund (PI 109,395 113,225 107,000 0 107,000 112,000
Street Reconstr Fund 290,000 340,000 360,000 0 360,000 347,000
Park Capital Imp Fund 20,000 10,000 0 0 0 10,000
Public Facilities Fund 15,000 15,000 15,000 0 15,000 15,000
Stormwater Mgmt Fund 10,000 10,000 10,000 0 10,000 10,000
Total Fund Transfers Out 444,395 489,025 492,800 0 492,800 494,800
Excess (Deficiency) of Revenues and
Other Financing Sources Over
Expenditures and Other Uses 55,869 (120,868) 0 (188,523) 23,351 0
Amounts to be Provided from
General Fund Balance 0 0 0 188,523 (23,351 ) 0
General Fund Balance January 1 1,523,041 1,578,910 1,458,042 1,458,042 1 ,458,042 1 ,481 ,393
General Fund Balance December 31 1,578,910 1,458,042 1,458,042 1,269,519 1,481,393 1,481,393
2
FEBRUARY, 1999
JUNE 23, 1999
JUNE 23 -
JULY 23, 1999
JULY 23 -
AUGUST 11, 1999
AUGUST 1, 1999
AUGUST 11 -
AUGUST 26, 1999
AUGUST 20, 1999
AUGUST 26, 1999
AUGUST 30, 1999
SEPTEMBER 13, 1999
CITY OF SHOREWOOD
2000 BUDGET PREPARATION CALENDAR
Budget priorities an objectives for the ensuing year are
established by the City Council
Budget worksheets distributed to Department Heads and
Administrator
Departmental budgets are prepared
Departmental budgets are reviewed with
Administrator and Finance Director
Dept. of Revenue advises City of 2000 Local Government
Aid and HACA amounts
Departmental budgets are revised and budget is
assembled for Council workshop(s)
County informs City of county and school board(s) public
hearing dates
Council receives proposed 2000 budget
Workshop with Council to review proposed 2000 budget
(Tentative)
City Council approves preliminary 2000 T ax Levy and
Budget and sets two public hearing dates
City Council holds public hearing to approve resolution
authorizing tax rate increase for 2000
SEPTEMBER 15, 1999 Preliminary 2000 Tax Levy and Budget certified to County
Auditor
SEPTEMBER 15-
NOVEMBER 30,1999
AFTER NOVEMER 10
AND ON OR BEFORE
NOVEMBER 24, 1999
Inform County of public hearing dates
Council reviews and revises proposed budget
County mails notice of proposed property tax
increase to all property owners
3
CITY OF SHOREWOOD
2000 BUDGET PREPARATION CALENDAR (CONT.)
TWO TO SIX DAYS
BEFORE PUBLIC
HEARING DATE
DECEMBER 6, 1999
DECEMBER 13, 1999
DECEMBER 13, 1999
ON OR BEFORE
DECEMBER 28, 1999
ON OR BEFORE
March 13, 2000
City publishes 1/8 page ad of public hearing
dates in official newspaper
Council holds public hearing on proposed 2000 Budget and
Tax Levy (Tentative)
Council holds continuation public hearing, if necessary
Council adopts final 2000 Budget and Tax Levy at the
subsequent hearing
City certifies final 2000 Tax Levy and Budget
to County Auditor
City certifies compliance with Truth in Taxation requirements
to Dept. of Revenue
2000 Budget is submitted to GFOA Distinguished
Budget Presentation Awards Program
4
CITY OF SHOREWOOD
PROPOSED 2000 GENERAL FUND REVENUES
CHARGES FOR TRANSFERS
SERVICE AND MISC
FINES AND FORFEITS 1.9% 6.0%
2.9%
INTERGOVERNMTAL
16.7%
LICENSES AND
PERMITS
6.1%
AD VALOREM
PROPERTY TAX
66.4%
2000 ESTIMATED REVENUES
BUDGET COMMENTS: GENERAL FUND REVENUES
TAXES:
The City levies property taxes to finance the general
operating fund which provides municipal govemmental 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 commerciallindustrial taxes are pooled and distributed to communities
in the metropolitan area.
LICENSE/PERMIT FEES:
Rental Housina License Fees - License fees for rental housing units.
License is valid for a term of three (3) years.
Liauor License Fees
Other Business Licenses - Fees for refuse hauler and tree trimming licenses.
State Surcharae Collections - Surcharges collected on building permits equal to
0.5% of the improvement value. The City retains an administrative fee equal to 4% of the fee.
Buildina Permits - Permit fee based upon valuation of structure according
to Uniform Building Code Schedule.
Doa Licenses
Other Non-business - Horse permit and alarm permit fees.
INTERGOVERNMENTAL REVENUE:
FEMA Disaster Aid - a one-time federal aid for 1998 storm damage equal to 75 % of actual related costs
CDBG Grant - a federal block grant for community development purposes
Storm/Snow Disaster Aid - relief aid to cities for unusual snow season 1996-97 and storm damage in 1998
MetroDolitan Council Plannina Grant - a grant from the Metropolitan Council for 1998 for
land use and park and trail planning.
Local Government Aid - the continuance of the discontinued Local Performance Aid
Homestead and Aariculture Credit Aid (HACA)- A State credit which reduces the tax levy
Local Performance Aid (LPAl. 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. This aid is discontinued for 2000.
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.
Enaineerina - 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.
dry hydrant charges. pop sales. cellular antenna rental and other miscellaneous revenues.
TRANSFERS FROM OTHER FUNDS - For 2000. $3.000 from Trail Fund for Trail Planning.
$10.000 from Sewer Fund and $5.000 from Water Fund for overhead costs
LIQUOR STORE TRANSFER - Profits from liquor operations.
FUND BALANCE - Fund Balance allocated for 2000 budget purposes.
6
SUMMARY OF ESTIMATED REVENUES
2000 GENERAL FUND BUDGET
Actual Actual Budget YTD June Annual Requested Proposed Adopted
REVENUES: 1997 1998 1999 1999 EST-99 2000 2000 2000
TAXES:
General Property 1,642.325 1.710.413 1,862.058 696.864 1,862.058 1.914.111 1.914.111
Fiscal Disparities 61.184 66.439
Special Levy 22.668
TOTAL TAXES 1.703.509 1,776,852 1.862.058 696.864 1.862.058 1.914.111 1.936,779 0
LICENSE/PERMIT:
Rental Housing 35 35 3.500
Tobacco 2.500
Alcoholic Beverages 8,150 8.150 8.150 8.150 8.150 8.150 8.150
Others-Business 1.800 2.100 1.500 75 2.000 2.000 2.000
State Surcharge 8.626 7.996 7,500 500 500 500
Building Permits 213.593 201,336 150,000 59.312 150.000 150,000 175.000
Tree Trimming Licenses 150 235 150 30 200 200 200
Dog Licenses 2.428 2.256 2.000 1.516 2.500 2.500 2.500
Others-Misc. 1.925 1.175 3,100 525 1.500 1,500 1..500
TOTAL LICENSE/PERMIT 236.672 223.248 172.400 69,643 164.885 164.850 195.850 0
INTER-GOVERNMENTAL REVENUES
FEDERAL AIDS
FEMA Disaster Aid 75.000
CDBG Grant 5.000 6.600 6.693 6.693
STATE AIDS
Storm/Snow Disaster Aid 5.520 12.850 12.850
Metro Council Planning Grant 3,393
Local Government Aid 8.412 8.412
HACA 420.880 421.334 421.282 421.282 426.898 426.898
Local Performance Aid 7,660 9.131 8.422 8.422
PERA Aid 2,376 4,751 4.751 4.751 4,751 4.751
MSA Road Aid 13.750 13.750 13.750 13.750 13,750 13.750 13.750
Total State Aids 450.186 452.359 461.055 13,750 461.055 453.811 453.811 0
TOTAL INTERGOVERNMENTAl 450.186 532.359 467.655 20.443 467.748 453,811 453.811 0
CHARGES FOR SERVICE:
General Government 16.416 5,166 9.500 2,213 6.500 6,500 6.500
Engineering 34,223 21.615 30.000 15,540 33.000 35.000 35.000
Recreation 12.570 7.516 12.600 1,195 12.600 12.600 12.600
TOTAL CHARGES FOR SERVI( 63,209 34.297 52.100 18.948 52.100 54.100 54.100 0
FINES & FORFEITS 76.340 73.337 80.000 49.668 100,000 90.000 95.000
MISC REVENUES 140,172 117,732 120.700 64.001 130.000 143.700 143.700
TRANSFERS
From Other Funds 13.000 46,400 46,400 18.000 18.000
From Liquor Stores 10,000
TOTAL TRANSFERS 0 13.000 46.400 0 46.400 18.000 28,000 0
TOTAL REVENUES 2.670.088 2,770.825 2.801,313 919.567 2.823,191 2,838.572 2.907,240 0
OTHER FUNDING SOURCES:
FUND BALANCE 0 0 22,630
TOTAL REVENUES &
OTHER FUNDING 2,670,088 2.770,825 2.801.313 919,567 2.823,191 2.861.202 2.907,240 0
SOURCES
.;
7
CAPITAL EQUIP
3.9%
PUBLIC WORKS
20.2%
CONTINGENCY
1.0%
CITY OF SHOREWOOD
PROPOSED 2000 GENERAL FUND EXPENDITURES
STREET PROJECTS
11.9%
GENERAL GOVT
26.1%
POLICE
19.2%
CAPITAL TRANSFERS
0.9%
(
PARKS
4.7%
OTHER PUB SAFETY
3.6%
FIRE
5.9%
SUMMARY OF EXPENDITURES
GENERAL FUND
2000 PROPOSED BUDGET
BUDGET ANNUAL BUDGET BUDGET
DEPT ACTUAL ACTUAL ADOPTED ESTIMATE PROPOSED ADOPTED
NO. DEPARTMENT 1997 1998 1999 1999 2000 2000
41110 Mayor and Council 53,748 54,490 76,008 79,008 90,777
41300 Administration 102,995 110,132 104,535 105,777 110,693
41400 City Clerk 108,639 121,657 114,348 118,464 131,235
41500 Finance 103,404 109,414 107,857 112,008 122,234
41600 Professional Services 174,034 274,063 152,000 147,858 146,400
41910 Planning & Zoning 98,338 108,895 103,651 105,704 122,299
41940 Municipal Building (City Hall) 153,211 142,602 145,100 145,050 145,450
42100 Police 505,479 539,920 554,228 553,528 558,745
42200 Fire 152,348 156,623 166,355 166,355 171,175
42400 Protective Inspection 72,877 75,159 84,112 79,107 85,516
42700 Animal Control 13,367 17 ,458 18,000 18,500 19,000
43010 City Engineer 79,436 92,528 102,477 96,273 100,033
43050 Public Works Service 222,269 225,794 205,190 234,466 246,538
Capital OutlaylTransfers 119,395 123,225 117,000 117,000 122,000
43100 Streets & Roadways 126,671 94,444 131,691 117,824 129,864
Street Improvements Transfer 290,000 340,000 360,000 360,000 347,000
43125 Snow & Ice Removal 42,404 22,456 44,817 44,987 46,255
43160 Traffic Control/Street Lighting 38,923 39,289 38,500 39,500 39,100
43200 SanitationlWaste Rell10vallWeeds 5,105 110,120 4,616 3,887 4,122
43250 Tree Maintenance 16,383 13,137 22,222 22,266 21,984
45200 Parks & Recreation 115,193 110,287 148,606 132,278 136,820
Capital OutlaylTransfers 20,000 10,000 0 10,000
TOTAL GENERAL FUND EXPENDITURES 2,614,219 2,891,693 2,801,313 2,799,840 2,907,240 0
9
FUND:
101 General
DEPARTMENT MISSION:
The Mayor and City Council set policy for the City
and provide general direction to the Administrator in
policy implementation. The department budget
supports council development, information efforts and
special City associations and programs.
DEPARTMENT Mayor and Council
DEPT NO:
41110
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:
- Undertake a strategic planning effort in the first quarter of 2000
HIGHLIGHTS/COMMENTS:
Staffing:
City Council Salaries
Supplies/Materials:
Awards and misc. supplies
Support Services:
Christmas Lake Milfoillnspections (2)
Strategic Planning Consultant
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
10
FUND: 101
DEPARTMENT: Mayor and Council
DEPT 411
BUDGET
ITEM
Actual
1997
Actual
1998
Budget r'TD June
1999 1999
Annual Requested Proposed Adopted
Est-99 2000 2000 2000
Staffing 13,564 13.564 13,564 6,782 13,564 13,564 13,564 0
Supplies/Materials 1,207 1,300 1,200 1,125 1,300 1,200 1,200 0
Support Services 38,977 39,626 61,244 24,861 64,144 41,500 76,013 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 53,748 54,490 76,008 32,768 79,008 56,264 90,777 0
SERVICE INDICATORS:
Seminars, Conferences &
Schools Attended 1 1 3 3 6 5 5
Newsletters Published 10 12 12 6 12 12 12
No. of Council Mtgs. 24 24 24 12 24 24 24
No. of Workshops/Speci 25 36 12 24 36 24 24
Agenda Items 418 591 400 291 600 500 500
Ordinances &
Resolutions Adopted 132 135 140 54 120 130 130
COST INDICATORS:
Expenditures 53,748 54,490 76,008 32,768 79,008 56,264 90,777 0
- Program Revenues
= Levy Dollars 53,748 54,490 76,008 32,768 79,008 56.264 90.777 0
STAFFING:
Part time:
Mayor 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00
Council members 4.00 4.00 4.00 4.00 4.00 4.00 4.00 4.00
11
FUND:
101 General
DEPARTMENT MISSION:
To implement policy established by the City Council; offer
staff support to the City Council in its policy making role;
and manage day-to-day operations of the City in a manner
consistent with established City values to effectively and
efficiently meet set goals & objectives.
DEPARTMENT Administration
DEPT NO:
41300
DESCRIPTION OF ACTIVITY:
The City Administrator directs City departmental operations to ensure compliance with
policies established by the City Council and with state and feder~llaws. 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 intergovernmental cooperative efforts
in the Lake Minnetonka area
- Review City objectives each quarter in detail
- Be active in regional housing issues
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
,.
12
FUND: 101 DEPARTMENT: Administration DEPT 4130C
BUDGET Actual Actual Budget r'TD June Annual Requested Proposed Adopted
ITEM 1997 1998 1999 1999 EST -99 1999 2000 2000
Staffing 95,307 103,969 97,660 45,941 99,137 103,818 103,818 0
Supplies/Materials 530 250 575 281 400 400 400 0
Support Services 7,158 5,913 6,300 4,619 6,240 6,300 6,475 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 102,995 110,132 104,535 50,841 105,777 110,518 110,693 0
SERVICE INDICATORS:
Council MtgslWork Sessio 49 66 36 36 60 48 48
Council Agenda Items 418 591 400 291 600 500 500
Park Comm. Meetings 15 23 20 11 20 20 20
Staff Meetings 48 50 52 26 52 52 52
COST INDICATORS:
Expenditures 102,995 110,132 104,535 50,841 105,777 110,518 110,693 0
- Program Revenues 0 0 0 0 0 0 0 0
= Levy Dollars 102,995 110,132 104,535 50,841 105,777 110,518 110,693 0
STAFFING:
Full Time:
Admistrator/Clk 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00
Exec SeclDep Clk .33 .33 .33 .33 .33 .33 .33 .33
.,
13
FUND:
101 General
DEPARTMENT MISSION:
Provide staff support for the City Council including
preparation of agendas and meeting packets.
Responsible for City Clerk functions including
elections, records retention, notices and licenses.
DEPARTMENT City Clerk
DEPT NO:
41400
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 record keeper 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:
- Add dynamic aspect to web site, allowing visitors to communicate better with City Hall via the web
- Improve City newsletter through the addition of more community pictures and/or articles
- Improve response time to residents making general inquiries through various communications tools
- Increase youth awareness of local govemment issues through active involvement with school officials
and instructors through programs such as student election judges
- Reduce computer consulting fees through expanded in-house knowledge of computer network
- Monitor and report on effectiveness of communications plan
- Develop orientation package for new council members, commission members and staff
- Develop hiring manual for city positions setting uniform practices for each
HIGHLIGHTS/COMMENTS:
Staffing:
Includes step increases for full time employees,
part-time communications tech & election judges
Supplies/Materials:
Office supplies
Maintenance contracts for computer printers
Support Services:
Conference, mileage and Seminars
Publication of legal notices for all General Fund Depts
Council Recording Secretary
Computer Consulting and Training
Charges & Fees:
..
Memberships to IIMC, MCFOA & Municipals
Capital Outlay:
Flags for voting precincts
14
FUND: 101 DEPARTMENT: City Clerk DEPT 41400
BUDGET Actual Actual Budget (TD June Annual Requested Proposed Adopted
ITEM 1997 1998 1999 1999 EST -99 2000 2000 2000
Staffing 73,632 89,054 82,298 41,082 87,164 100,985 100,985 0
Su pplies/Materials 16,118 15,819 17,000 6,691 16,250 18,000 16,250 0
Support Services 18,889 14,611 14,050 5,353 14,050 13,200 13,700 0
Charges & Fees 0 0 0 0 0 0 0 0
Capital Outlay 0 2,173 1,000 0 1,000 300 300 0
Transfers 0 0 0 0 0 0 0 0
TOTAL 108,639 121,657 114,348 53,126 118,464 132,485 131,235 0
SERVICE INDICATORS:
No. of Elections held 0 2 0 0 0 2 2
No. of Ordinances 12 5 10 7 10 10 10
No. of Resolutions 120 130 130 47 110 120 120
Dog licenses issued 480 440 400 415 450 450 450
Other licenses issued 32 30 30 20 30 30 30
Council Agendas 49 44 36 36 60 48 48
COST INDICATORS:
Expenditures 108,639 121,657 114,348 53,126 118,464 132,485 131,235 0
- Program Revenues
Licenses 16,542 14,453 14,800 10,331 14,900 20,350 20,350
Sale of copies 815 681 800 359 1,000 1,000 1,000
= Levy Dollars 91,282 106,523 98,748 42,436 102,564 111,135 109,885 0
STAFFING:
Full time:
Exec Sec/Dep Clk .67 .67 .67 .67 .67 .67 .67 .67
Secretary/Recept .70 .70 .70 .70 .70 .70 .70 .70
Clerical 0.25 0.25 0.25 0.25 0.25 0.25 0.25 0.25
Part time:
Clerical 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00
Seasonal:
Summer Clerical 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00
Election Judges 0.00 32.00 0.00 0.00 0.00 33.00 33.00 33.00
15
FUND:
101 General
DEPARTMENT MISSION:
To administer financial policies of the City; perform
accounting functions for all fund types; invest
available funds in accordance with State Statutes;
oversee City insurance policies; and provide for
timely reporting of financial matters to City Council
staff and the public.
DEPARTMENT Finance
DEPT NO:
41500
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 Achievement Program
- Provide monthly reports to staff, quarterly reports to City Council
- Review debt issues and make recommendations on debt structure
- Review and Update financial policies and procedures
HIGHLIGHTS/COMMENTS:
Staffing:
Includes step increases
Supplies/Materials:
Computer checks & budget supplies
Finance software support and maintenance
Miscellaneous supplies
Support Services:
Conferences, Mileage, Meetings, Education & 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:
16
FUND: 101 DEPARTMENT: Finance DEPT 41500
BUDGET Actual Actual Budget t'TD June Annual Requested Proposed Adopted
ITEM 1997 1998 1999 1999 EST -99 2000 2000 2000
Staffing 93,915 97,242 96,057 45,912 101,079 111,084 111,084 0
Supplies/Materials 2,518 4,410 3,900 742 2,900 2,900 2,900 0
Support Services 6,971 7,478 7,900 3,735 8,029 8,250 8,250 0
Charges & Fees 0 0 0 0 0 0 0 0
Capital Outlay 0 284 0 0 0 0 0 0
Transfers 0 0 0 0 0 0 0 0
TOTAL 103,404 109,414 107,857 50,389 112,008 122,234 122,234 0
SERVICE INDICATORS:
No. Monthly Statements 11 12 12 6 12 12 12
No. Accounts Payable
Checks Issued 2,216 2,070 2,300 1,055 2,300 2,300 2,300
Utility Bills Sent 10,769 10,850 10,930 5,500 11,000 11,000 11,000
No. of Payroll Checks
Issued 1,119 1,123 1,275 535 1,100 1,100 1,100
No. of Sp. Assess.
Rolls Maintained 23 23 28 23 23 23 23
COST INDICATORS:
Expenditures 103,404 109,414 107,857 50,389 112,008 122,234 122,234 0
- Program Revenues
Interest Earnings 95,709 99,370 95,000 53,195 95,000 105,000 105,000
Sp. Assess. Searches 390 415 700 15 300 300 300
= Levy Dollars 7,305 9,629 12,157 (2,821 ) 16,708 16,934 16,934 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
17
FUND:
1 01 General
DEPARTMENT MISSION:
Provide contracted professional services to the City
including general legal, prosecution, financial
audit and property assessment.
DEPARTMENT Professional Services
DEPT NO:
41600
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
Charges and Fees:
Court Awards from Litigation
18
FUND: 101 DEPARTMENT: Professional Services DEPT 41600
BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted
ITEM 1997 1998 1999 1999 EST -99 2000 2000 2000
Staffing 0 0 0 0 0 0 0 0
Supplies/Materials 1,292 975 1,000 0 0 0 0 0
Support Services 167,212 156,607 151,000 83,365 141,574 146,400 146,400 0
Charges & Fees 5,530 116,481 0 6.284 6,284 0 0 0
Capital Outlay 0 0 0 0 0 0 0 0
Transfers 0 0 0 0 0 0 0 0
TOTAL 174,034 274,063 152,000 89,649 147,858 146,400 146,400 0
SERVICE INDICATORS:
No. of parcels
2,932 2,975 2,990
2,990 2,990
3,050 3,050
No. of litigations
685
7 8
5 5
No. of City Funds
23 21 23
20 22
22 22
COST INDICATORS:
Expenditures
174,034 274,063 152,000 89,649 147,858 146,400 146,400
o
- Program Revenues
Fines
18,100 18,100 18,100
9,050 18,100
19,300 19,300
;:: Levy Dollars
155,934 255,963 133,900 80,599 129,758 127,100 127,100
o
Other Dollars
STAFFING:
,"'
19
FUND:
101 General
DEPARTMENT MISSION:
Guide and control the physical development of
the community. Coordinate and implement long
range city-wide and area planning activities.
DEPARTMENT Planning & Zoning
DEPT NO:
41910
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.
OBJECTIVES:
- Establish an action plan to implement Comprehensive Plan
- Complete GIS parcel data base
- Update/enhance city maps
- Update/enhance procedure handouts
HIGHLIGHTS/COMMENTS:
Staffing:
Includes step increases
Intern for Land Conservation/Environment Committee
Supplies/Materials:
Maintenance contracts for computer & office equipment
Miscellaneous supplies
Support Services:
Database Technical Assistance
Recording Secretary for Planning Commission Meetings
Air time for cellular phone
Conferences, mileage, meetings & seminars
Land Conservation/Environment Committee expenses
Memberships to APA, MN APA, Sensible Land Use Coalition
Subscriptions to APA Journal & Zoning News
Charges & Fees:
Capital Outlay:
..
20
FUND: 101 DEPARTMENT: Planning & Zoning DEPT 41910
BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted
ITEM 1997 1998 1999 1999 EST -99 2000 2000 2000
Staffing 90,515 93,264 90,951 44,527 96,004 109,749 109,749 0
Supplies/Materials 859 695 900 178 400 400 400 0
Support Services 6,197 14.652 11,350 4,499 8,850 9,150 12,150 0
Charges & Fees 0 0 0 0 0 0 0 0
Capital Outlay 767 284 450 236 450 0 0 0
Transfers 0 0 0 0 0 0 0 0
TOTAL 98,338 108,895 103,651 49,440 105,704 119,299 122.299 0
SERVICE INDICATORS:
No. of zoning apps. 36 16 20 10 20 20 20
No. of zoning complnts 20 18 20 6 20 20 20
Planning Comm. Meetin~ 12 12 12 6 12 12 12
Planning Comm. Work
Sessions 13 11 12 6 12 12 12
COST INDICATORS:
Expenditures
98,338 108,895 103,651 49,440 105.704 119,299 122.299
o
- Program Revenues
Zoning Appl. Fees
Bldg. Permit Carryover
(from Proto Inspection)
10,871 2,915
149.587 134,173
8,000
73,388
3.032
29.141
8.000
71,528
5.000 5.000
93.484 93,484
8,000
55,388
= Levy Dollars
(62,120) (28,193) 22,263 17.267 26.176
20,815 23.815
(63,388)
STAFFING:
Full time:
Planning Dir
Planning Asst.
.95
.70
.95
.70
.95
.70
.95
.70
.95
.70
.95
.70
.95
.70
.95
.70
Part Time:
Clerical
1.00
1.00
...
'......
21
FUND:
101 General
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.
DEPARTMENT Municipal Bldg - City Hall
DEPT NO:
41940
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:
- Identify maintenance needs to avoid major investments in the future
- Identify options for maximum utilization of office space to avoid future additions
- Maintain existing facilities at current level or better utilizing staff to reduce maintenance costs
- Continue to dispose of outdated documentation in storage area
- Continue to promote community programs to enhance public facilities, such as -Adopt a Garden.-
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:
Senior Community Center Payment
Office Chair
'"
Transfers:
Public Facilities Fund - Office Equipment
22
FUND: 101 DEPARTMENT: Municipal Building - City Hall DEPT 41940
BUDGET Actual Actual Budget rrD June Annual Requested Proposed Adopted
ITEM 1997 1998 1999 1999 EST -99 1999 2000 2000
Staffing 0 0 0 0 0 0 0 0
Supplies/Materials 8,181 9,805 10,000 5,458 10,600 8,500 9,200 0
Support Services 79,254 79,596 82,150 10,793 81,640 83,300 83,300 0
Charges & Fees 0 0 0 0 0 0 0 0
Capital Outlay 50,776 38,201 37,950 37,810 37,810 37,950 37,950 0
Transfers 15,000 15,000 15,000 0 15,000 15,000 15,000 0
TOTAL 153,211 142,602 145,100 54,061 145,050 144,750 145,450 0
SERVICE INDICATORS:
Number of copies
205,000 240,000 230,000 135,000 270,000 275,000 275,000
COST INDICATORS:
Expenditures
153,211 142,602 145,100 54,061 145,050 144,750 145,450
o
- Program Revenues
Insurance rebate
34,512 24,013 15,000 9,070 30,000
30,000 30,000
= Levy Dollars
118,699 118,589 130,100 44,991 115,050 114,750 115,450
o
Other Dollars
STAFFING:
...
23
FUND:
101 General
DEPARTMENT MISSION:
To provide a modem, flexible, full-service criminal
justice agency which is responsive to community
needs.
DEPARTMENT Police
DEPT NO:
42100
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 1999, the pro-rata share of costs and staff time for City of Shorewood
is estimated at 46.0%.
OBJECTIVES:
- Implement targeted traffic control program
HIGHLIGHTS/COMMENTS:
Supplies/Materials:
Service for civil defense sirens
Fuel /maintenence for Snowmobile
Support Services:
Police services contract for 1999
Full-time Traffic Control Specialist through March, 1999
Targeted Traffic Control
Prisoner expense, court officer expense, & booking fees
Annual Police Auxilliary Dinner
Transfers:
Transfer to Equipment Replacment Fund for Snowmobile Replacement
24
FUND: 101 DEPARTMENT: Police DEPT 42100
BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted
ITEM 1997 1998 1999 1999 EST-99 2000 2000 2000
Staffing 0 0 0 0 0 0 0 0
Supplies/Materials 1,132 36 1,600 401 900 600 600 0
Support Services 504,347 539,084 551,828 257,606 551,828 558,345 557,345 0
Charges & Fees 0 0 0 0 0 0 0 0
Capital Outlay 0 0 0 0 0 0 0 0
Transfers 0 800 800 0 800 800 800 0
TOTAL 505,479 539,920 554,228 258,007 553,528 559,745 558,745 0
SERVICE INDICATORS:
Initial complaint reports 18,505 18,506 20,500
Clearance rate - ICR's 97.5% 97.5% 97.0%
Part I crimes (serious) 214 214 250
Part II crimes (other) 568 568 625
Clearance rate (Parts I & II) 58.0% 58.0% 58.0%
Statewide clearance rate 42% 42% Unknown
Citations issued 4,539 4,539 4,500
Police vehicles 8 8 9
Shorewood demand 46.1% 46.1% 47.0%
COST INDICATORS:
Expenditures 505,479 539,920 554,228 258,007 553,528 559,745 558,745 0
- Program Revenues
Fines 62,726 58,240 71,900 40,618 81,900 75,700 75,700
= Levy Dollars 442,753 477,194 482,328 217,389 471,628 484,045 483,045 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 7.75 7.75 7.75
Shorewood Traffic Control Offic 1.00 1.00 1.00 1.00 1.00 0.25 0.25 0.25
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
25
FUND:
101 General
DEPARTMENT MISSION:
Provide the highest possible quality of fire
suppression, prevention and eduction services,
and First Responder emergency medical services.
DEPARTMENT Fire Protection
DEPT NO:
42200
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 ($7,236) and Excelsior ($166,939)
26
FUND: 101 DEPARTMENT: Fire Protection DEPT 42200
BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted
ITEM 1997 1998 1999 1999 EST-99 2000 2000 2000
Staffing 0 0 0 0 0 0 0 0
Supplies/Materials 0 0 0 0 0 0 0 0
Support Services 151,893 156,623 166,355 124,766 166,355 171,175 171,175 0
Charges & Fees 0 0 0 0 0 0 0 0
Capital Outlay 455 0 0 0 0 0 0 0
Transfers 0 0 0 0 0 0 0 0
TOTAL 152,348 156,623 166,355 124,766 166,355 171,175 171,175 0
SERVICE INDICATORS:
Fire calls 134 135
Rescue calls 124 125
Inspection hours 19 25
Investigation hours 38 35
Other hours * 361 400
Cost of emergency
response 138,323 149,255
Cost of inspection/
investigation 14,025 17 ,100
* includes plan review, paper work, complaint investigation, tank removals, buming permits, etc.
COST INDICATORS:
Expenditures 152,348 156,623 166,355 124,766 166,355 171,175 171,175 0
- Program Revenues 0 0 0 0 0 0 0 0
= Levy Dollars 152,348 156,623 166,355 124,766 166,355 171,175 171,175 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
27
FUND:
101 General
DEPARTMENT MISSION:
Enforce construction safety and related building
codes through plan review and inspections.
Enforce animal control ordinances.
DEPARTMENT Protective Inspection
DEPT NO:
42400
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
- 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
Charges & Fees:
Membership to ICBO
Remittances to state of permit surcharges collected
Capital Outlay:
28
FUND: 101 DEPARTMENT: Protective Inspection DEPT 42400
BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted
ITEM 1997 1998 1999 1999 EST -99 2000 2000 2000
Staffing 61,488 64,599 72,287 29,265 75,122 81 ,466 81 ,466 0
Supplies/Materials 48 452 625 65 400 450 450 0
Support Services 3,017 2,957 4,200 1,176 3,585 3,600 3,600 0
Charges & Fees 8,324 7,044 7,000 0 0 0 0 0
Capital Outlay 0 107 0 0 0 0 0 0
Transfers 0 0 0 0 0 0 0 0
TOTAL 72,877 75,159 84,112 30,506 79,107 85,516 85,516 0
SERVICE INDICATORS:
No. of permits issued
New Homes 41 35 30 9 30 50 50
Additions/Other 630 623 550 273 550 600 600
Avg inspections/permit
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
COST INDICATORS:
Expenditures 72,877 75,159 84,112 30,506 79,107 85,516 85,516 0
- Program Revenues
Building Permits 213,593 201,336 150,000 59,312 150,000 175,000 175,000
State Surcharges 8,626 7,996 7,500 300 600 500 500
Rental Housing License: 245 0 0 35 35 3,500 3,500 0
= Levy Dollars (149,587) (134,173) (73,388) (29,141) (71,528) (93,484) (93,484) 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
29
FUND:
101 General
DEPARTMENT MISSION:
Enforce animal control ordinances.
DEPARTMENT Animal Control
DEPT NO:
42700
DESCRIPTION OF ACTIVITY:
The department provides for contractual animal control, which includes patrol, detention
and disposition of stray domestic animals.
OBJECTIVES:
HIGHLIGHTS/COMMENTS:
Staffing:
Supplies/Materials:
Support Services:
Animal control contracts with City of Orono and Claws, Paws & Hooves
Charges & Fees:
Capital Outlay:
30
FUND: 101
BUDGET
ITEM
Staffing
Supplies/Materials
Support Services
Charges & Fees
Capital Outlay
Transfers
TOTAL
SERVICE INDICATORS:
No. of Animal Complaints
COST INDICATORS:
Expenditures
- Program Revenues
= Levy Dollars
STAFFING:
Full time:
Actual
1997
o
o
13,367
o
o
o
13,367
DEPARTMENT: Animal Control
Actual
1998
o
o
17,458
o
o
o
17,458
Budget YTD June
1999 1999
o 0
o 0
18,000 9,044
o 0
o 0
o 0
18,000 9,044
Annual Requested Proposed
EST -99 2000 2000
000
000
18,500 19,000 19,000
o 0 0
o 0 0
000
18,500 19,000 19,000
13,367 17,458 18,000
9,044 18,500
19,000 19,000
13,367 17,458 18,000
9,044 18,500
19,000 19,000
31
DEPT 42700
Adopted
2000
o
o
o
o
o
o
o
o
o
FUND:
101 General
DEPARTMENT MISSION:
DEPARTMENT City Engineer
Provide engineering and construction management
services for the City.
DEPT NO:
43010
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 where feasible
- Provide good public relations with property owners adjacent to construction projects
HIGHLIGHTS/COMMENTS:
Staffing:
90% of City Engineer/Public Works Director, including step increases
25% of full time clerical
Supplies/Materials:
Computer maintainance/Upgrade
Books, Materials and Software
Support Services:
Contractual engineering for 2000
Contractual engineering technical assistance
Cellular phone Airtime
Conferences and mileage
Charges & Fees:
Subscriptions and Memberships
Capital Outlay:
32
FUND: 101
DEPARTMENT: City Engineer
DEPT 43010
BUDGET
ITEM
Actual
1997
Actual
1998
Budget YTD June Annual Requested Proposed Adopted
1999 1999 EST -99 2000 2000 2000
Staffing 62,236 72,312 84,327 33,653 78,273 82,883 82,883 0
Supplies/Materials 43 390 1,050 522 1,050 1,050 1,050 0
Support Services 17,024 19,676 17,100 1,665 16,800 16,100 16,100 0
Charges & Fees 0 0 0 0 0 0 0 0
Capital Outlay 133 150 0 0 150 0 0 0
Transfers 0 0 0 0 0 0 0 0
TOTAL 79,436 92,528 102,477 35,840 96,273 100,033 100,033 0
SERVICE INDICATORS:
City Engineer
Hrs spent on City Projec 576 560 485 375 700 700 700
Hrs charged to develope 117 10 55 13 45 45 45
COST INDICATORS:
Expenditures 79,436 92,528 102,477 35,840 96,273 100,033 100,033 0
- Program Revenues
Public Projects 27,270 21,015 28,000 14,760 31,000 33,000 33,000
Private Projects 6,953 600 2,000 780 2,000 2,000 2,000
Other
= Levy Dollars 45,213 70,913 72,477 20,300 63,273 65,033 65,033 0
STAFFING:
Full time:
City Engineer 1.00 1.00 1.00 0.90 0.90 0.90 0.90 0.90
Clerical 0.25 0.25 0.25 0.25 0.25 0.25 0.25
Part time:
Clerical .50
'.
33
FUND:
101 General
DEPARTMENT MISSION:
DEPARTMENT Public Works Service
DEPT NO:
43050
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
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)
Hazardous Waste Licenses
Miscellaneous equipment rentals
Memberships
Charges & Fees:
Capital Outlay:
Replacement Radio
Walk Behind Lawn Mower
Backpack Blower
Portable Generator
Transfers:
Transfer to Equipment Replacement Fund
34
FUND: 101
DEPARTMENT: Public Works Service
DEPT 43050
BUDGET
ITEM
Actual
1997
Actual Budget YTD June Annual Requested Proposed Adopted
1998 1999 1999 EST -99 2000 2000 2000
Staffing 173,382 174,984 147,540 89,708 177,374 186,713 186,713 0
Supplies/Materials 32,008 34,642 35,700 23,901 36,200 35,700 35,700 0
Support Services 16,879 16,168 20,700 8,319 19,688 22,150 22,150 0
Charges & Fees 0 0 0 0 0 0 0 0
Capital Outlay 0 0 1,250 1,204 1,204 1,075 1,975 0
Transfers 119,395 123,225 117,000 0 117,000 122,000 122,000 0
TOTAL 341,664 349,019 322,190 123,132 351 ,466 367,638 368,538 0
SERVICE INDICATORS:
No of Gopher One calls
No of vehicle repairs
2,622
105
2,640
102
2,600
110
1 ,438
63
2,800
110
2,800
110
2,800
110
COST INDICATORS:
Expenditures
341,664 349,019 322,190 123,132 351,466 367,638 368,538
o
- Program Revenues
= Levy Dollars
341,664 349,019 322,190 123,132 351,466 367,638 368,538
o
STAFFING:
Full time:
City Engineer/Pub Wks Oil
Supervisor of Oper. & Mail
Lt Equip Oper
Clerical
1.00
1.90
0.25
1.00
1.90
0.25
1.00
1.90
0.25
0.10
1.00
2.40
0.25
0.10
1.00
2.40
0.25
0.10
1.00
2.40
0.25
0.10
1.00
2.40
0.25
0.10
1.00
2.40
0.25
Part time:
35
FUND:
101 General
DEPARTMENT MISSION:
DEPARTMENT Streets & Roadways
DEPT NO:
43100
To maintain and upgrade City streets, parking areas
and storm water control systems in an efficient and
economical manner
DESCRIPTION OF ACTIVITY:
Includes ongoing maintenance consisting of street patching, street sweeping, roadside mowing,
painting of lane markings, and minor storm sewer repair.
OBJECTIVES:
- Maintain the 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
- 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
36
FUND: 101 DEPARTMENT: Streets & Roadways DEPT 43100
BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted
ITEM 1997 1998 1999 1999 EST -99 2000 2000 2000
Staffing 72,658 56,672 93,591 29,835 85,824 90,764 90,764 0
Supplies/Materials 32,733 34,022 32,000 8,554 32,000 33,000 33,000 0
Support Services 21,280 3,750 6,100 0 0 6,100 6,100 0
Charges & Fees 0 0 0 0 0 0 0 0
Capital Outlay 0 0 0 0 0 0 0 0
Transfers 290,000 340,000 360,000 0 360,000 347,000 347,000 0
TOTAL 416,671 434,444 491,691 38,389 477,824 476,864 476,864 0
SERVICE INDICATORS:
Miles of street
State 3 3 3 3 3 3 3
County 2 2 2 2 2 2 2
City - MSA 9 9 9 9 9 9 9
City - Local 46 49 49 49 49 49 49
Miles Sealcoated 5 5 5 5 5 5
Tons of patch material 1,289 1,315 1,380 309 1,380 1,380 1,380
COST INDICATORS:
Expenditures 416,671 434,444 491,691 38,389 477,824 476,864 476,864 0
- Program Revenues
MSA Maintenance 13,750 13,750 13,750 13,750 13,750 13,750 13,750
Transfer from Street Fur 32,000 32,000 33,000 33,000
Budgeted Reserve
= Levy Dollars 402,921 420,694 445,941 24,639 432,074 430,114 430,114 0
STAFFING:
Full time:
Lt Equip Operators
2.20
2.20
2.20
2.00
2.00
2.00
2.00
2.00
37
FUND:
101 General
DEPARTMENT MISSION:
DEPARTMENT Snow & Ice Removal
DEPT NO:
43125
Provide snow and ice control for public streets and
City owned parking lots to ensure the safe and
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
38
FUND: 101 DEPARTMENT: Snow & Ice Removal DEPT 43125
..
BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted
ITEM 1997 1998 1999 1999 EST -99 2000 2000 2000
.
Staffing 22,127 10,608 27,317 15,151 27.487 28,755 0 0
Supplies/Materials 20,277 11,848 17,500 10,780 17,500 17,500 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 0 0 0 0 0 0 0
Transfers 0 0 0 0 0 0 0 0
TOTAL 42,404 22.456 44,817 25,931 44,987 46,255 0 0
SERVICE INDICATORS:
Miles of street plowed 46 49 49 49 49 49 49
Tons of salt used 310 211 250 205 250 250 250
Tons of sand used 1,250 1,135 1,200 817 1,200 1,200 1,200
Manhours spent 1,216 690 1,000 690 1,000 1,000 1,000
No. of cul-de-sacs 85 88 88 88 88 88 88
plowed
COST INDICATORS:
Expenditures 42.404 22.456 44,817 25,931 44,987 46,255 0 0
- Program Revenues
MN Snow Removal Ail 5,520 0 0 0 0 0 0 0
= Levy Dollars 36,884 22.456 44,817 25,931 44,987 46,255 0 0
STAFFING:
Full time:
Lt Equip Oper/Foreman .50 .50 .50 .50 .50 .50 .50 .50
39
FUND:
101 General
DEPARTMENT MISSION:
Provide for street lighting and traffic signals at
intersections and other locations throughout the
City for the safety of pedestrians and vehicular
traffic
..
DEPARTMENT Traffic Contral/St Lights
DEPT NO:
43160
..
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:
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:
40
.-
FUND: 101 DEPARTMENT: Traffic Control/Street Lighting DEPT 43160
"
BUDGET Actual Actual Budget r'TD June Annual Requested Proposed Adopted
ITEM 1997 1998 1999 1999 EST -99 2000 2000 2000
.
Staffing 0 0 0 0 0 0 0 0
Supplies/Materials 4,161 4,653 4,500 1,921 5,000 4,600 0 0
Support Services 34,762 34,636 34,000 16,758 34,500 34,500 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 38,923 39,289 38,500 18,679 39,500 39,100 0 0
SERVICE INDICATORS:
No of street lights 182 187 190 188 188 190 190
No of traffic signals 5 5 5 5 5 5 5 5
COST INDICATORS:
Expenditures 38,923 39,289 38,500 18,679 39,500 39,100 0 0
- Program Revenues
= Levy Dollars 38,923 39,289 38,500 18,679 39,500 39,100 0 0
STAFFING:
41
FUND:
101 General
DEPARTMENT MISSION:
II
DEPARTMENT Sanitation/Waste Rmv/Weed~ Provide for the general sanitation and cleanliness
of the City and provide for the treatment of noxious
DEPT NO: 43200 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:
- Aid in private 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
42
FUND: 101 DEPARTMENT: Sanitation/Waste Removal/Weeds DEPT 43200
. BUDGET Actual Actual Budget YTD June Annual Requested Proposed Adopted
ITEM 1997 1998 1999 1999 EST -99 2000 2000 2000
.
Staffing 1,729 27,507 616 108 618 622 622 0
Supplies/Materials 0 0 0 0 0 0 0 0
Support Services 3,376 82,613 4,000 2,769 3,269 4,000 3,500 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 5,105 110,120 4,616 2,877 3,887 4,622 4,122 0
SERVICE INDICATORS:
No of weed complaints 2 2 2 0 0 2 2
No of notices served 1 1 0 0 0 1 1
No of parcels sprayed 0 0 0 0 0 0 0
Miles/roadside sprayed 10 10 10 10 10 10 10
Spraying in Dollars 2,742 2,769 3,000 2,769 2,769 3,000 3,000
COST INDICATORS:
Expenditures 5,105 110,120 4,616 2,877 3,887 4,622 4,122 0
- Program Revenues
Fed Disaster Aid 75,000 0 0 0
= Levy Dollars 5,105 35,120 4,616 2,877 3,887 4,622 4,122 0
STAFFING:
...
43
FUND:
101 General
DEPARTMENT MISSION:
To provide diseased tree inspection services to
residents; to remove diseased trees located on City
property; and to maintain and trim trees located on
City rights-of-way and other property
.
DEPARTMENT Tree Maintenance
DEPT NO:
43250
.
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
..
44
FUND: 101
DEPARTMENT: Tree Maintenance
DEPT 43250
.
_BUDGET
ITEM
Actual
1997
Actual
1998
Budget YTD June Annual Requested Proposed
1999 1999 EST -99 2000 2000
Adopted
2000
Staffing 3,655 6,837 8,452 1,104 8,521 9,014 9,014 0
Supplies/Materials 502 1,201 550 555 555 750 750 0
Support Services 12,226 5,099 13,220 3,665 13,190 13,220 12,220 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 16,383 13,137 22,222 5,324 22,266 22,984 21,984 0
SERVICE INDICATORS:
No of trees removed
22
7
20
7
Yards of brush hauled
540
200
700
170
COST INDICATORS:
Expenditures 16,383 13,137 22,222 5,324 22,266 22,984 21,984 0
- Program Revenues
= Levy Dollars 16,383 13,137 22,222 5,324 22,266 22,984 21,984 0
STAFFING:
Lt Equip Oper/Foreman .20 .20 .20 .20 .20 .20 .20 .20
..
45
"
FUND:
101 General
DEPARTMENT MISSION:
Maintain City parks, trails & beaches to ensure safe
and enjoyable recreational amenities, and coordinate
recreational opportunities for City residents of all
ages and physical abilities
.
DEPARTMENT:
Parks & Recreation
DEPT NO:
45200
v
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:
- Continue implementation of the trail planning process:
- Further define potential trail segments by using community outreach and neighborhood meetings.
- Identify and secure funding sources for the Smithtown Road trail segment, as well as future segments.
- Construct the Vine Hill/Covington Road segment
- Continue to implement the Freeman Park master plan by sonstructing a muiti-purpose building.
- Work with South Lake Minnetonka communities to secure funding, identify a site, and construct a skate park.
- Identify needs and assist the Shorewood Parks Foundation in coordination of fundraising efforts (to replace
diminishing park dedication fees).
- Continue promoting the benefits of investing in Shorewood parks, and develop support for funding operation
and park improvements
HIGHLIGHTS/COMMENTS:
Staffing:
Includes step increases
Part time includes Park Commission Secretarial
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:
Transfer to Park Capital Improvement Fund
46
47
800
1
2
3
4
5
6
7
8
Cost
0 0 0 0 0 0 0 0
- N (of) -::t Ii") \0 t"'- OO
....
CZl
0
U
0 0 0 0 Ii") 0 Ii") 0
N 0 Ii") N 00 Ii") - 00
(of) -::t -::t Ii") Ii") \0 t"'- t"'-
....
"a
CI:l
Capital Improvement Effort
1999 2000
Street:
Reconstruction 193,000 212,000
I Overlay 80,000 80,000
Seal coat 55,000 55,000
I Patching 32,000 0*
Drainage 10,000 10,000
Equipment 107,800 112,800
Park Improvements 0 10,000
Public Facilities 15,000 15,000
* Funds go directly to the general fund
Budget Discussion Check List
1. Comment on objectives as each department is reviewed
2. Amount to be levied / special levy
3. New tax rate hearing requirement
4. Rental housing inspections
5. Tobacco licensing
6. Antenna Revenue
7. Contributions from utility funds
I 8. Liquor operation transfer
I
9. Compensation and benefit adjustments
10. Strategic planning objective
11. Placement of contingency
12. Comparable worth study
13. Funding for Land ConservationlEnvironment Committee
14. Transfers to Capital Improvements
15. Possible sewer rate decrease
16. Possible water rate increase