110507 CC WS AgPCITY OF SHOREWOOD
CITY COUNCIL WORK SESSION
MONDAY, NOVEMBER 5, 2007
AGENDA
2.
3.
4.
5.
6.
CONVENE CITY COUNCIL WORK SESSION
A. Roll Call
B. Review Agenda
5755 COUNTRY CLUB ROAD
COUNCIL CHAMBERS
6:00 P.M.
Mayor Lizee
Woodruff
Turgeon
Callies
Wellens
ANNOUNCEMENTS TO MEET COUNCILMEMBERS (Att. -Administrator's
memorandum)
2008 GENERAL FUND BUDGETS (Att. -Staff memorandum)
STATUS ON 2007/ 08 GOALS AND PRIORITIES (Administrator's memorandum)
COUNCIL APPRECIATION EVENT
ADJOURN
c tTt or
SHOREWOOD
5755 COUNTRY CLUB ROAD •SHOREWOOD, MINNESOTA 55331-8927 • (952) 474-3236
FAX (952) 474-0128 • www.ci.shorewood.mn.us • cityhall@ci.shorewood.mn.us
MEMORANDUM
TO: City Council ~
FROM: Craig W. Dawson, City Administrator
DATE: November 1, 2007 "
SUBJECT: Announcements To Meet Councilmembers
Councilmember Woodruff has asked that the Council discuss the placement of announcements to
meet individual members of the Council in official City communications (e.g., the City's newsletter
"The Shore Report; the City's website).
In the past few issues of the Shore Report, announcements have been published about Mayor Lizee's
"Second Saturdays" coffee meetings where she is available for residents to stop by for a chat. There
is no policy or guide that the City has used for such announcements. To anyone's knowledge, this
type of regular meeting is the first that has been started by any past of present member of the City
Council. Without further direction from the Council, anyone else on the Council who wished to hold
such meeting could have it announced in the Shore Report.
There are no statutory prohibitions to announce such meetings in official City communications.
There was a statute that prohibits some pictures of city officials in city publications, in which "the
report or publication must not include pictures of elected officials nor any other pictorial or graphic
device that would tend to attribute the publication to an individual or groups of individuals instead of
the political subdivision." According to the League of Minnesota Cities, this statute was repealed.
Still, it is a good guide.
It would appear that the Council should clarify:
1) Whether such meeting announcements should be allowed in City communications;
2) Whether they should be limited or open to any member of the Council; and
3) Whether they should not be permitted after one has announced an intention to run or filed for
candidacy for a City office.
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MEMORANDUM
CI'T'Y O~
s
5755 COUNTRY CLUB ROAD • SHOREWOOD, MINNESOTA 55331-8927 • (952) 474-3236
FAX (952) 474-0128 • www.ci.shorewood.mn.us • cityhall@ci.shorewood.mn.us
Celebrating 50 Years > 1956 - 2006
TO: .Honorable Mayor and City Councilmembers
FROM: Craig Dawson, City Administrator ~`` 1
Bonnie Burton, Finance Director/Treasurer
DATE: November 1, 2007
SUBJECT: 2008 Proposed General Fund Operating Budget
BACKGROUND
We pleased to present the 2008 Proposed General Fund Operating Budget for your final review
prior to presentation at the Truth-In-Taxation meeting scheduled for Monday, December 3,
2007. This proposed budget was approved by the Council on September 10, 2007 and certified
to Hennepin County prior to September 15th. It is the result of Council and staff work-sessions
held on June 25"', July 9"~, August 6th, August 20t'', and August 27th, 2007.
During the work-sessions, Council and Staff reviewed closely all aspects of the preliminary 2008
General Fund Budget. Council also adopted a General Fund Reserve Policy in conjunction with
budget discussions. The intent of this work-session is to give the Council one last chance to
review the General Fund proposed budget and levy, as it was adopted in September, prior to
the final adoption in December.
Staff is aware of one change that was mentioned during the Enterprise Fund work-sessions held
this fall: reduce the General Fund transfer to the Stormwater fund from $25,000 to $0.
Council also wanted to review the City's plan for salary adjustments under the new system
implemented in 2006. This information, which was provided to Council a few weeks ago, is
also included here.
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General Fund Budget Work-session
November 5, 2007
Page 2 of 2
TRUTH-IN-TAXATION
As Council is aware, the Truth-in-Taxation process to be followed this year is the same in recent
years. The legislature has designated Monday, December 3, 2007 as the date the Truth-In-
Taxation public hearing will be held and if necessary, a continuation hearing will be held the
following Monday, December 10, 2007. The City Council would approve and adopt the final
budget on December 10, 2007.
CONCLUSION
The 2008 Proposed General Fund Operating Budget and levy were prepared according to the
priorities and direction from the City Council. Staff believes the proposed 2008 budget
provides a responsible plan to balance the City's service delivery needs, infrastructure needs,
and financial position, while continuing to provide quality services to the residents of
Shorewood.
CITY OF
TO: City Council
FROM: Craig W. Dawson, City
DATE: October 19, 2007
SUBJECT: City's Pay Plan
5755 COUNTRY CLUB ROAD •SHOREWOOD, MINNESOTA 55331-8927 • (952) 474-3236
FAX {952) 474-0128 • www.ci.shorewood.mn.us • cityhall@ci.shorewood.mn.us
MEMORANDUM
SHOREWOOD
Administrator
During the General Fund budget discussions, Council asked for some information at a later time
about how the City's pay-for-performance system works.
I've attached the memo that went to all employees last summer after the Council approved the new
compensation system. The explanation in "Performance Evaluation and Wage Adjustments" on Page
2 summarizes the process about as succinctly as possible. Each position has its own custom
performance assessment form, based on the position description for it. The City Administrator
reviews the supervisor's scoring if it would result in a performance adjustment, in order to maintain
consistency from department to department. The system does not apply to employees affected by a
labor agreement.
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vp
CITY OF
SHOREWOOD
5755 COUNTRY CLUB ROAD •SHOREWOOD, MINNESOTA 55331-8927 • (952) 474-3236
FAX (952) 474-0128 • www.ci.shorewood.mn.us • cityhall@ci.shorewood.mn.us
MEMORANDUM
TO: All Staff (full- and part-time regular employees}
FROM: Craig Dawson, City Administrator
DATE: July 24, 2006
SUBJECT: New Compensation Plan
You may notice some additional changes in your paycheck today. These reflect the new
compensation and classification plan approved by the City Council on July 10.
You may remember that well over a year ago we started a process to update our job descriptions, and
you filled out questionnaires about what you really do on the job. After several reviews and revisions
by you and-your supervisor, we used them to revise the job points for pay equity (within the City),
survey other cities for individual jobs similar to ours, identify adjustments in pay based on pay equity
and other cities' data, and develop a new compensation plan that would be based on performance.
Ann Antonsen of Labor Relations Associates (now part of Springsted, Inc.) coordinated the study for
the City throughout the process.
All of our staff is affected by the new job descriptions and pay equity points. At this time, pay
adjustments and the pay-for-performance system do not affect union employees, as those items are
addressed in the current labor agreement.
Generally speaking, most of our jobs were paid less than the cities and/or positions they were
compared with. With the internal pay equity review, some jobs compared higher to other positions
that where they have been, and they will have a pay equity adjustment as well.
With the Council action, most positions are having the full market and pay equity adjustment made
effective July 10. For a few positions needing larger adjustments, one-half of their increases are
being made starting July 10, and the remainder will be in place January 1, 2007. None of these
adjustments were included in the 2006 budget, so the City Council is being very generous to approve
any increases that will take effect this year.
New PaY Ranges: The Council also approved a new pay system. It replaces the system we've had in
place for over two decades: a step system, where an employee generally received "step" increases
based on time spent with the City until reaching the top step. If an employee stayed with the City for
many, many years, he/she could receive "stability pay", an additional one or two percent above the
top step. Overall, the system really did not have a way to reward individual employees who
consistently performed very well.
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New Compensation Pian
July 24, 2006
Page 2
The new system is known as a "band" system, and an employee's movement through the pay range is
flexible. We surveyed and averaged other cities' salaries, in order to develop a pay range-an
average minimum wage and an average top, or "market", wage-for each position in Shorewood.
The minimum of each range is 76% of the market wage. With "meets expectation" performance, an
employee would reach "market" (100%) wage in five years. If an employee performs above
expectation, he/she could have greater wage adjustments and achieve the market wage in less time.
There is also a new maximum that is 10% above the market wage, which an employee would be able
to achieve with "above expectation" performance over several years after reaching the market wage.
There would still be an economic adjustment to wages (usually every year or six months).
Performance Evaluation and Wage Adjustments: The speed with which an employee moves up to
market wage, or works toward the maximum wage (i.e., 10% above market), will be based on how
well he/she does the job.
The City's performance evaluation forms use a point system:
9 Excellent
7 Exceeds Expectations
5 Meets Expectations
3 Needs Improvement
1 Unsatisfactory
The points on each item in the individual evaluation form is added up and then averaged fora "total
rating". The performance-pay part of the wage adjustment will work as follows (barring other budget
realities):
Total Under Mkt At/Above
Ratin Wage Mkt Wage
7.75 - 9.00 7.5% 2.0%
6.75 - 7.74 7.0% 1.0%
5.75 - 6.74 6.0% 0.5%
4.75 - 5.74 5.0% 0.0%
3.75 - 4.74 4.5% 0.0%
2.75 - 3.74 4.0% 0.0%
1.75 - 2.74 2.5% 0.0%
0.00 -1.74 0.0% 0.0%
Supervisors will conduct the performance evaluations and submit their recommendations to the City
Administrator. The City Administrator must agree with any evaluation scores outside of the 4.75 -
5.74 range before they would be approved and the wage adjustments made. Continued poor
performance would trigger the process for an employee to improve performance or look elsewhere
for income.
c~Tti or
SHOREWOOD
5755 COUNTRY CLUB ROAD •SHOREWOOD, MINNESOTA 55331-8927 • (952) 474-3236
FAX (952) 474-0128 • www.ci.shorewood.mn.us • cityhall@ci.shorewood.mn.us
CITY OF SHOREWOOD,
MINNESOTA
2008 PROPOSED ANNUAL
GENERAL FUND OPERATING BUDGET
10 SEPTEMBER 2007
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CITY OF SHOREWOOD
2008 PROPOSED GENERAL FUND BUDGET
TABLE OF CONTENTS
PAGE
Preparation Calendar for 2008 Budget 1
Summary of Proposed 2008 General Fund Budget 2-3
General Fund
Departmental Budgets
41110 -Mayor and Council 4-5
41300 -Administration 6-7
41400 -City Clerk 8-9
41450 -Elections 10-11
41500 -Finance 12-13
41600 -Professional Services 14-15
41910 -Planning and Zoning 16-17
41940 -Municipal Building -City Hall 18-19
42100 -Police 20-21
42200 -Fire Protection 22-23
42400 -Protective Inspection 24-25
42700 -Animal Control 26-27
43010 -City Engineer 28-29
43050 -Public Works Service 30-31
43100 -Streets and Roadways 32-33
43125 -Snow and Ice Removal 34-35
43160 -Traffic Control/Street Lighting 36-37
43200 - Sanitation/Waste Removal/Weeds 38-39
43250 -Tree Maintenance 40-41
45200 -Parks and Recreation 42-43
CITY OF SHOREWOOD
Year 2008 Budget Schedule
Date Description
06/25/07 CIP Budget Work-session; Operating budget philosophy discussion
06/29/07 Budget worksheets distributed to staff and department heads.
07/16/07 Completed budget worksheets due back to Finance from staff.
08/06/07 Work-session: General Fund Operating Budget draft (Council and Staff)
08/20/07 Work-session: Additional General Fund session (Council and Staff)
08/27/07 Work-session: Additional General Fund session (Council and Staff)
09/10/07 Regular Council meeting. Council adopts 2008 proposed budget and levy.
09/15/07 Proposed budget and levy must be adopted and certified to County Auditor
by this date. State form Pa~abte 2008 PT Form 280 also to be submitted.
10/22/07 Work-session: Enterprise Budget session (Council and staff)
11/05/07 Worl<-session: Enterprise Budget session (Council and staff)
11/13/07 Work-session: Additional Enterprise session, if needed (Council and Staff)
11/20-11/24 Counties to mail Notice of Proposed Property Tax by this date.
11/29/07 Budget hearing advertisement published in the official newspaper.
12/03/07 Truth-In-Taxation Budget Public Hearing.
12/10/07 Regular Council meeting. If needed, the continuation truth-in-taxation hearing to beheld on
this date. Final 2008 budgets and levy to be adopted.
12/28/07 Final levy and budgets must be certified to the County Auditor by this date. State forms
Pm~abie 2003 Property Tax Levi Report and PT Forrn TNT2003 also due.
~,
CITY OF SHOREWOOD
GENERAL FUND REVENUE AND EXPENDITURE SUMMARY
2008 PROPOSED BUDGET
Actual Actual Budget YTD June Requested Proposed Adopted $$
2005 2006 2007 2007 2008 2003 2005 Change Change
Revenues and Other Sources
Property Taxes 3,750,633 4,141,539 4,396,308 1,521,200 4,806,995 4,506,995 410,687 9.34°ro
Licenses and Permits 334,720 332,403 256,650 135,OS0 216,150 216,150 (40,500) -15.75°a
Intergovernmental b4,4SO 4,925 65,000 0 65,000 65,000 0 0.00%
Fines and Forfeitures 90,149 79,040 30,000 43,912 80,000 50,000 0 0.00°'0
Charges for Service 50,750 45,450 43,000 65,074 56,000 56,000 13,000 30.23°o
Miscellaneous Revenue 204,636 195,090 150,000 75,027 150,000 150,000 0 0.00°~°
Total Revenues 4,495,363 4,343,452 4,990,958 1,840,293 5,3'74,145 5,374,145 0 383,187 7.65°•b
Expenditures
General Govemment
Mayor and Council 59,706 60,960 72,893 29,676 70,043 70,093 (2,500) -3.S4°i~
Administration 132,686 125,505 159,389 75,325 178,621 173,621 19,232 12.07%
General Govemment 222,437 195,099 239,574 112,119 242,183 242,183 2,609 1.09°.
Elections 407 30,013 ~ 11,630 2,479 37,642 37,642 26,012 223.66°
Finance 167,597 159,336 214,412 75,072 190,581 190,581 (23,831) -11.11°i
Professional Services 162,271 164,364 187,600 122,093 217,000 217,000 24,400 15.67°,
Planning and Zoning 166,103 194,305 192,320 34,011 206,390 206,390 14,070 7.32°
Municipal Building 507,659 207,400 225,744 73,363 226,314 226,314 570 0.25°
Total General Government 1,413,367 1,137,485 1,303,562 574,146 1,363,824 1,363,824 0 65,262 5.01`
Public Safety
Police 987,130 1,036,609 1,069,063 732,332 1,111,503 1,111,503 42,440 3.97
Fire Protection 492,774 563,350 595,947 446,960 622,935 622,935 26,955 4.53
Protective Inspection 110,126 139,530 132,510 60,315 123,134 123,134 (4,376) -3.30
Animal Control 24,673 21,345 24,330 10,999 25,060 25,060 730 3.OC
Total Public Safety 1,614,703 1,761,584 1,321,850 1,251,156 1,337,632 1,337,632 0 65,732 3.67
Public Works
City Engineer 152,899 195,435 176,563 67,312 157,436 157,436 (19,132) -10.S~
Public Works Services 300,431 363,213 554,915 196,507 563,033 563,055 8,173 1.4
Streets and Roadways 161,139 164,708 196,258 43,045 153,272 133,272 (12,936) -6.6
Snow and Ice Removal 45,339 27,330 31,235 46,443 35,566 35,566 4,331 5.3
Traffic Control/street Lights 36,119 41,701 43,700 16,433 43,800 43,300 100 0.2
Sanitation/4Vaste Removal 4,083 6,003 6,757 2,752 5,641 5,641 (1,116) -16..
Tree Maintenance 23,253 30,556 33,733 12,9 30,273 30,273 (3,455) -10..
Total Public Works 723,323 828,952 1,093,166 391,324 1,069,081 1,069,OS1 0 (24,030 -2.:
Culture and Recreation
Parks and Recreation
Total Culture and Recreation
Total Expendiures
177,SOS 169,411 242,3S0 93,775 218,608 215,605
177,_ 05 164,x11 2-'_2,3S0
3,931,'-'_00 3,597,732 1,460,455
93,775 21S,60S 215,605
Tetat Revenues Over (under)
Expenditures .60,965 9=0,730 530,000 (=70,105) 530,000 530,t1~)p
9
(23,772) °.
0 (23,ii2) -..
ll 53,157
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CITY OF SHOREWOOD
GENERAL FUND REVENUE AND EXPENDITURE SUMMARY
2008 PROPOSED BUDGET
Actual Actual Budget YiD June Requested Proposed Adopted $$
2005 2006 2007 2007 2005 2005 2005 Change Change
Fund Transfers In
Liquor Fund 50,000 50,000 40,000 0 40,000 40,000 0 0
Street Reconstr Fund 0 0 0 0 0 0 0 0
Trail Fund 0 0 0 0 0 0 0 0
Sewer Fund 0 0 0 0 0 0 0 0
Water Fund 0 0 0 0 0 0 0 0
Total Transfers In 50,000 50,000 40,000 0 40,000 40,000 0 0 0.00°6
Fund Transtiers Out
Equip Replacemt Fund (PW)
Street Reconstr Fund
Park Capital Imp Fund
Trail Capital Imprvment Fnd
Public Facilities Fund
Land & Open Space Fund
Se4ver Fund
5torrnwater Mgmt Fund
Total Fund Traztsfers Out
Excess (Deficiency) of Revenues and
Other Financing Sources Over
Expenditures and Other Uses
Amounts to be Provided from
General Fund Balance
General Fund Balance January 1
General Fund Balance December 31
116,000 1'75,000 175,000 0 175,000 175,000 0 0
311,000 345,000 345,000 0 645,000 645,000 0 300,000
10,000 10,000 10,000 0 15,000 15,000 0 5,000
0 0 0 0 0 0 0 0
50,000 50,000 50,000 0 50,000 50,000 0 0
5,000 5,000 5,000 0 0 0 0 (5,000)
60,000 60,000 0 60,000 60,000 0 0
7,000 25,000 25,000 0 25,000 25,000 0 0
559,000 610,000 670,000 0 970,000 970,000 0 300,000 44.75'
51,965 390,720 (100,000) (470,103) (100,000) (100,000) 0
0 (390,720) 100,000 470,103 100,000 100,000 0
2,941,223 2,993,151 3,353,901 3,333,901 3,253,901 3,253,901 3,233,901
2,993,131 3,3S3,901 3,233,901 2,913,793 3,IS3,901 3,153,901
a
FUND: 101 General DEPARTMENT MISSION:
The Mayor and City Council set policy for the City
DEPARTMENT: Mayor and Council and provide general direction to the Administrator in
policy implementation. The department budget
DEPT NO: 41110 supports council development, information efforts and
special City associations and programs.
DESCRIPTION OF ACTIVITY:
The City Council meets twice montly and in periodic special worksessions to consider
and adopt legislative and administrative poticies that pertain to the services
provided to residents, The City Council also sits as the Shorewood Economic Development Authority (EDA).
OBIECTIVES /ESTIMATED SERVICE INDICATORS
-Establish annual work program of goals and priorities for the City
- Meet at least annually with advisory commissions.
- Strategic planning and direction
-Seminars, Conferences & Schools Attended 5
- No. of Council Mtgs./EDA 24
- No. of Workshops/Special 24
-Agenda Items 400
- Ordinances & Resolutions Adopted 120
HIGHLIGHTS/COMMENTS:
Staffing:
City Council Salaries
Supplies/Materials:
Awards and misc. supplies
Support Services:
Conferences and Seminars
Appreciation Function for City Volunteers/Staff
Special Brochures
Lake Minnetonka Conservation District (LMCD)
Assn of Metro Municipalities
League of MN Cities
Excelsior Chamber of Commerce July 4th Celebration
Charges, Fees & Other:
FUND: 101 DEPARTMENT: Mayor and Council DEPT 41110
BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted
ITEM 2005 2006 2007 2007 2008 2008 2008
Staffing 16,794 16,794 16,793 8,397 16,793 16,793 0
Supplies/Materials 1,411 1,127 1,000 599 1,200 1,200 0
Support Services 41,407 43,039 55,100 20,680 52,100 52,100 0
Charges, Fees & Other 95 0 0 0 0 0 0
Capital Outlay 0 0 0 0 0 0 0
Transfers 0 0 0 0 0 0 0
TOTAL 59,706 60,960 72,893 29,676 70,093 70,093 0
STAFFING:
Part time:
Mayor 1.00 1.00 1.00 1.00 1.00 1.00 1.00
Councilmembers 4.00 4.00 4.00 4.00 4.00 4.00 4.00
FUND: 101 General DEPARTMENT MISSION:
To implement policy established by the City Council; offer
DEPARTMENT: Administration staff support to the City Council in its policy making role;
and manage day-to-day operations of the City in a manner
DEPT NO: 41300 consistent with established City values to effectively and
efficiently meet set goals & objectives.
DESCRIPTION OF ACTIVITY:
The City Administrator directs City departmental operations to ensure compliance with policies established by the
City Council and with state and federal laws. The department supports the City Council by managing Council
agendas, directing the flow of information and requests for action to the Council.
OBTECTIVES /ESTIMATED SERVICE INDICATORS
- Take a leadership role in intergovernmental cooperative efforts in the Lake Minnetonka area
-Participate actively in joint powers organizations
-Participate actively in legislative and policy activities of municipal associations
- Actively monitor legislation and communicate with legislators
- Council Mtgs/Work Sessions 36
-Council Agenda Items 400
-Public Safety Board Meetings 22
-Public Safety Staff Meetings 24
-Staff Meetings 52
HIGHLIGHTS/COMMENTS:
Staffing:
Includes an allocation for staff merit increases
Supplies/Materials:
Miscellaneous books & supplies
Support Services:
Conference, mileage, meetings & seminars
Memberships to ICMA, MCMA, MAMA
FUND: 101 DEPARTMENT: Administration DEPT 41300
BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted
ITEM 2005 2006 2007 2007 2008 2008 2008
Staffing 120,964 120,341 148,689 68,892 169,971 169,971 0
Supplies/Materials 262 14S 400 0 400 400 0
Support Services 9,808 5,015 10,300 3,065 5,250 8,250 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 1,652 0 0 0 0 0 0
Transfers 0 0 0 0 0 0 0
TOTAL 132,68v 125,503 159,389 71,957 178,621 178,621 0
STAFFING:
Full Time:
Admistrator/Clk 1.00 1.00 1.00 1.00 1.00 1.00
Exec Sec/Dep Clk .33 .20 .33 .25 .25 .25
est.
FUND: 101 General DEPARTMENT MISSION:
Provide staff support Eor the City Council including
DEPARTMENT: General Government/City Clerk preparation of agendas and meeting packets.
Responsible for City Clerk functions including
DEPT NO: 41400 records retention, notices and licenses.
DESCRIPTION OF ACTIVITY:
This department provides for reception and clerical duties in the City offices, and the recording secretary for
City Council meetings. This department is the official recordkeeper of minutes, contracts, and permanent records;
and is also responsible for all licensing functions and City communication tools.
OB~ECTPJES /ESTIMATED SERVICE INDICATORS
- Continue to improve web site, to include information for residents and tools For communication with City Hall
-Produce monthly City newsletter to include articles & photos, council & commission articles, & project updates
-Provide information for general requests Erom residents and contractors
- Prepare orientation package for new council members, commission members and staff
-Maintain updates to Employee Handbook and City Code
2006 Actual 2007 Est. 2008 Est.
- No. of Ordinances 14 10 10
- No. of Resolutions 106 92 100
- Newsletters Published 12 12 12
-Dog licenses issued 357 362 360
- Other licenses issued 60 60 60
- Council/tNS/EDA/Spec Agendas 54 55 55
HIGHLIGHTS COMMENTS:
Staffing:
Deputy Clerk; Admin Asst-Parks; Admin Asst-PW
Part-time communications tech; and part-time Web Developer
Part-time, temporary, general office support
Supplies/Materials:
General Office Supplies and postage
Software upgrades/Misc. Publications
Support Services:
Travel, Conferences and Education
Publication of legal notices for all General Fund Depts
Council Recording Secretary and Council Packet Delivery
Newsletter Printing and Mail Service
City Code Book Updates/Web Hosting
Document Destruction Service
Membership Dues
Capital Out1a~:
Digital Camera
FUND: 101 DEPARTMENT: General Government/City Clerk DEPT 41400
BUDGET Actual Actual Adopted YTD June Requested. Proposed Adopted
ITEM 2005 2006 2007 2007 2008 2008 2008
Staffing 139,863 136,706 168,444 89,409 180,938 180,938 0
Supplies/Materials 20,330 19,965 29,300 9,057 24,910 24,910 0
Support Services 16,394 29,454 39,880 13,653 35,835 35,835 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 45,845 8,974 1,950 0 500 500 0
Transfers 0 0 0 0 0 0 p
TOTAL 222,437 195,099 239,574 112,119 242,183 242,183 0
STAFFING:
Full time:
Exec Sec/Dep Clk
Parks Secretary
Secretary/Receptionist
Accounting Clerk I
Part time:
Communications Tech.
Website Maint.
Temporary Receptionist
.67 .61 .57 .75 .55 .55
.70 .60 .70 .58 .65 .65
0.25 .55 .25 .78 .60 .60
0.25 - - - - -
est.
0.66 ~ 0.57 0.57 0.57 0.57 0.57
0.20 0.20 0.20 0.20 0.20 0.20
FUND: 101 General
DEPARTMENT: Elections
DEPARTMENT MISSION:
Responsible Eor Election functions.
DEPT NO: 41410
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.
OBTECTIVES /ESTIMATED SERVICE INDICATORS
-Increase youth awareness of local government issues through active involvement with school officials
and instructors through programs such as student election judges and kids voting
2004 * 2006 2008*
- No. of Elections held (in election years) 2 2 2
- No. of Absentee Ballot Requests 706 442 725
- No. of Elections held (in election years) 569 381 575
-Total Number of Voters 5,315 4,830 5,400
* Presidential Election
HIGHLIGHTS/COMMENTS:
Staffing:
.20 Exec Sec/Deputy Clerk
Election Judges
Supplies/Materials:
Misc. Office Supplies
Postage
Equipment Maintenance
General Supplies
Support Services:
Legal Notices
Travel -Mileage Reimb.
Printing (ballots, enveloues)
C<.oital Outla~~:
Voting booths (lj
~c'Ot? ;1eL~ 5':Yt,_ nor ~,;\,~~,r~a, 1 ~ 0
FUND: 101 DEPARTMENT: Elections DEPT 41410
BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted
ITEM 2005 2006 2007 2007 2008 2008 2008
Staffing 0 24,348 8,780 323 31,117 31,117 0
Supplies/Materials 249 1,688 2,700 2,141 3,025 3,025 0
Support Services 15S 2,051 150 16 2,200 2,200 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 0 1,931 0 0 1,300 1,300 0
Transfers 0 0 0 0 0 0 0
TOTAL 407 30,018 11,630 2,479 37,642 37,642 0
STAFFING:
Full time:
Exec Sec/Dep Clk - 0.18 0.10 0.01 0.20 0.20
Part time:
Election Judges 0 35 0 0 75 75
3~
FUND: 101 General
DEPARTMENT: Finance
DEPARTMENT MISSION:
To administer financial policies of the City; perform
accounting functions for all fund types; invest
available funds in accordance with State Statutes;
DEPT NO: 41500 oversee City insurance policies; and provide for
timely reporting of financial matters to City Council
staff and the public.
DESCRIPTION OF ACTIVITY:
Finance is responsible for processing all financial transactions of the City in accordance with
Federal, State and Local laws, and in compliance with Generally Accepted Accounting Principles.
Transactions include accounts payable, accounts 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.
OBTECTIVES /ESTIMATED SERVICE INDICATORS
- Prepare annual budget document
- Coordinate the annual City audit
-Prepare CAFR documents for submittal to GFOA Certificate of Achievement Program
-Review debt issues and make recommendations on debt structure
-Review, update, and maintain financial policies and procedures
-Coordinate and make recommendations on employee benefits
-Manage the City's investment portfolio within the Investment Policy guidelines
- No. Accounts Payable Checks Issued 2,600
-Utility Bills Sent 12,000
- No. of Payroll Checks Issued 1,200
Supplies/Materials:
Cornputer checks & budget supplies
Finance software support and maintenance
Miscellaneous supplies
Support Services:
Conferences, Mileage, Meetings, Education & Seminars
Publication of Financial Statements & Budgets
Memberships to GFOA & MGFOA
Subscription to GFOA periodicals
Submittal fee - GFOA Certificate of Excellence Program
Sank & Broker service charges
Capital Outlay:
~~
FUND: 101 DEPARTMENT: Finance DEPT 41500
BUDGET Actual Actual Adapted YTD June Requested Proposed Adopted
ITEM 2005 2006 2007 2007 2008 2008 2008
Staffing 153,459 144,311 189,212 68,180 168,881 168,881 0
Supplies/Materials 5,056 5,018 7,500 4,424 7,500 7,500 0
Support Services 8,49b 9,368 13,200 1,829 12,700 12,700 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 586 639 4,500 639 1,500 1,500 0
Transfers 0 0 0 0 0 0 0
TOTAL 167,597 159,336 214,412 75,072 190,581 190,551 0
STAFFING:
Finance Dir 1.00 1.00 1.00 1.00 1.00 1.00
Sr Acctg Clerk .75 .62 .85 .58 .75 .75
Acctg. Clerk .5 .5 .5 .0 .0 .0
est.
~~
FUND: 101 General
DEPARTMENT: Professional Services
DEPARTMENT MISSION:
Provide contracted professional services
including general legal, prosecution, financial
audit and property assessment.
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.
OBTECTIVES /ESTIMATED SERVICE INDICATORS
- Contain costs on contracted professional services
- No. of taxable parcels
- No. of litigations
HIGHLIGHTS/COMMENTS:
Supplies/Materials:
Support Services:
2007 - 3,036
2007 - 5
Includes general legal fees and prosecutions, mediation services, assessing contract, annual audit services.
Charges and Fees:
T~
FUND: 101 DEPARTMENT: Professional Services DEPT 41600
BUDGET Actual Budget Adopted YTD June Requested Proposed Adopted
ITEM 2005 2006 2007 2007 2008 2008 2008
Staffing 0 0 0 0 0 0 0
Supplies/Materials 0 0 0 0 0 0 0
Support Services 162,271 164,867 187,600 122,093 217,000 217,000 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 0 0 0 0 0 0 0
Transfers 0 0 0 0 0 0 0
TOTAL 162,271 164,867 187,600 122,093 217,000 217,000 0
STAFFING:
~S
FUND: 101 General DEPARTMENT MISSION:
Guide and control the physical development of
DEPARTMENT: Planning & Zoning the community. Coordinate and implement long
range city-wide and area planning activities.
DEPT NO: 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.
OBTECTIVES /ESTIMATED SERVICE INDICATORS
-Establish an action plan to implement Comprehensive Plan
-Complete GIS parcel data base
-Update/enhance City maps
-Update/enhance procedure handouts
- No. of zoning apps. 24
- No. of zoning complaints 30
- No. of scheduled office appts 220
- Planning Comm. Meetings 12
-Planning Comm. Work Sessions 12
HIGHLIGHTS/COMMENTS:
Staffing:
Supplies/Materials:
Maintenance contracts for computer & office equipment
Miscellaneous supplies
Support Services:
Recording Secretary for Planning Commission Meetings
Air time for cellular phone
Conferences, mileage, meetings & seminars
Memberships to APA, MN APA, Sensible Land Use Coalition
Subscriptions to APA Journal & Zoning News
Charges & Fees:
Capital Ouilay:
~o
FUND: 101 DEPARTM ENT: Planning & Zoning DEPT 41910
BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted
ITEM 2005 2006 2007 2007 2008 2008 2008
Staffing 154,669 180,556 175,405 79,290 190,830 190,830 0
Supplies/Materials 707 789 1,225 592 210 210 0
Support Services 7,914 10,125 15,540 4,129 12,900 12,900 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 2,813 2,834 150 0 2,450 2,450 0
Transfers 0 0 0 0 0 0 0
TOTAL 166,103 194,305 192,320 84,011 206,340 206,390 0
STAFFING:
Full time:
Planning Dir .95 .97 .95 .97 .97 .97
Planning Asst. 1.00. 1.00 1.00 1.00 1.00 1.00
est
Part Time:
Clerical -- -' "" -- --
~?
FUND: 101 General DEPARTMENT MISSION:
Provide for the physical operation of City Hall:
DEPARTMENT: Municipal Bldg -City Hall utilities; maintenance of office equipment and the
building structure; and provide Eor the City's genera
DEPT NO: 41940 liability, property, auto and workers' comp insuranc
DESCRIPTION OF ACTIVITY:
The Municipal Building department provides for maintenance of all equipment located in the City Hail, 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.
OBiECTIVES /ESTIMATED SERVICE INDICATORS
-Identify facility maintenance needs
-Identify options for maximum utilization of office space
-Maintain existing facilities at current level or better utilizing staff to reduce maintenance costs
-Maintenance of all office equipment
-Continue to promote community programs to enhance public facilities, such as "Adopt a Garden."
HIGHLIGHTS/COMMENTS:
Supplies/Materials:
Maintenance /lease contracts for copiers, telephones and office equipment
Maintenance to city hall building
City Hall maintenance, cleaning, and paper supplies
Support Services:
City Hall janitorial, rug services, & pest control
Utilities and phone service for City Hall
Insurance coverage for all City departments except enterprise funds
Rental of postage meter
City Hall refurb/maint expense: $47,544 (assumes prepaymt of 2008 Sr. Ctr debt)
Residential maintenance costs $5,000
Charges & Fees:
Capital Outlay:
Debt Service on Internal Loan to Sewer Fund for purchase of 5795 Country Club Rd.
Transfers:
Public Facilities Fund
S8
FUND: 101 DEPARTMENT: Municip al Building -City Hall DEPT 41940
BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted
ITEM 2005 2006 2007 2007 2008 2008 2008
Staffing 0 0 0 0 0 0 0
Supplies/Materials 16,471 22,390 29,500 20,948 76,314 76,314 0
Support Services 139,915 130,974 141,700 10,732 149,000 149,000 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 351,272 54,036 54,544 41,959 1,000 1,000 0
Transfers 110,000 50,000 110,000 0 110,000 110,000 0
TOTAL 617,659 257,400 335,744 73,639 336,314 336,314 0
STAFFING:
~~
FUND: 101 General DEPARTMENT MISSION:
To provide a modern, flexible, Eull-service criminal
DEPARTMENT: Police justice agency which is responsive to community needs.
DEPT NO: 42100
DESCRIPTION OF ACTIVITY:
The South.Lake Minnetonka 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 acost-efficient manner. Costs and staff are allocated to each of the participating cities on a
set percentage basis. In 2006, Shorewood's share was 46.0%. Shorewood's share for the period 2007-2011 is 50%.
A separate obligation is required to finance the new SLMPD station. The cost is apportioned on an ad valorum basis
among four cities. Shorewood's pro-rata share of the 2008 payment is $244,003.
OBTECTIVES /ESTIMATED SERVICE INDICATORS
-Initial complaint reports 6,600
- Part I (serious) & Part II (other) 1,250
- Citations issued 4,600
-Police vehicles 9
-Shorewood ICR's 2,300
HIGHLIGHTS/COMMENTS:
Supplies/Materials:
Support Services:
Police services contract for 2008
Prisoner expense, court officer expense, & booking fees
Annual Police Reserve Dinner
20
FUND: 101 DEPARTMENT: Police DEPT 42100
BUDGET Actual Actrtal Adopted YTD Tune Requested Proposed Adopted
ITEM 2005 2006 2007 2007 2008 2008 2008
Staffing 0 0 0 0 0 0 0
Supplies/Materials 0 184 0 0 0 0 0
Support Services 727,726 781,829 819,563 545,134 867,500 867,500 0
Charges & Fees 0 0 0 0 0 0 0
CapitalOutlav 259,404 254,596 249,500 187,131 244,003 244,003 0
Transfers 0 0 0 0 0 0 0
TOTAL 987,130 1,036,609 1,069,063 732,265 1,111,503 1,111,503 0
STAFFING:
Chief 1.00 1.00 1.00 1.00 1.00 1.00 1.00
Deputy Chief 1.00 1.00 1.00 1.00 1.00 1.00 1.00
Sergeant 3.00 3.00 3.00 3.00 3.00 3.00 3.00
Investigator * 2.00 2.00 2.00 2.00 3.00 3.00 3.00
Patrol Officer 7,00 7.00 7.00 7.00 7.00 7.00 7.00
Office Administrator 1.00 1.20 1.20 1.20 1.20 1.20 1.20
Office Specialist (part time) ~'* 2.00 1.00 1.00 2.00 2.00 2.00 2.00
Community Service Officer 1.00 1.00 1.00 1.00 1.00 1.OC
* 1 Tuvenile Specialist
~~
FUND: 101 General DEPARTMENT MISSION:
Provide the highest possible quality of fire
DEPARTMENT: Fire Protection suppression, prevention and eduction services,
and First Responder emergency medical services.
DEPT NO: 42200
DESCRIPTION OF ACTIVITY:
Fire services are contracted by the City through the Excelsior Fire District and the City of Mound. This department
provides for the protection of life and property of the residents of Shorewood through fire prevention and suppression,
fire inspection, building inspection, fire code enforement and emergency medical services.
A separate obligation is made toward financing the new facilities for the Excelsior Fire District. The cost is apportioned
on the same allocation for the operating budget.
A separate obligation is made toward financing the new (2003) fire station for the Mound Fire Dept. This cost is
apportioned on the same allocation for the operating budget. Shorewood's share for 2008 debt service is $7,551.
OBTECTIVES /ESTIMATED SERVICE INDICATORS
- EFD Fire & Rescue Calls 2006 - 297
- Mound Fire & Rescue Calls 2006 - 14
HIGHLIGHTS/COMMENTS:
Support Services:
Fire contracts with Mound and Excelsior Fire District
2~
FUND: 101 DEPARTMENT: Fire Protection DEPT 42200
BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted
ITEM 2005 2006 2007 2007 2008 2008 2008
Staffing 0 0 0 0 0 0 0
Supplies/Materials 0 0 0 0 0 •, 0 0
Support Services 263,107 314,647 284,312 218,526 311,860 311,860 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 229,667 249,203 311,635 228,434 311,075 311,075 0
Transfers 0 0 0 0 D 0 0
TOTAL 492,774 563,850 595,947 446,960 622,935 • 622,935 0
EFD STAFFING:
Chief (FIT}
Asst. Chief
Dist. Chief
Captain
Coordinators •
Fire Marshal (F!T)
Fire Inspector (P/T)
Training Officer
Firefighters
Admin Support (Pj1~
1.00 I.00 1.00 1.00 1.00 1.00
1.00 1.00 1.00 1.00 1.00 1.00
2.00 2.00 2.D0 3.00 3.00 3.00
3.00 3.00 3.00 4.00 4.00 4.00
0.00 0.00 D.00 8.00 8.00 8.00
0.50 0.00 0.00 0.00 0.00 0.00
0.75 1.25 1.25 1.25 1.25 1.25
1.00 1.00 1.00 0.00 0.00 0.00
41.00 41.00 41.00 34.00 34.00 34.00
.25 .25 .25 .25 .5 .5
2?
FUND: 101 General
DEPARTMENT: Protective Inspection
DEPT NO: 42400
DESCRIPTION OF ACTIVITY:
DEPARTMENT MISSION:
Enforce construction safety and related building
codes through plan review and inspections.
This department provides for the issuance building and construction permits, review of construction plans and specificati~
enforcement of all building codes under the Uniform Building Code, inspection of rental housing units and zoning violati~
OBTECTIVES /ESTIMATED SERVICE INDICATORS
-Increase and enhance public information through the development of handouts relative to building codes
- Enhance environmental inspections
- No. of permits issued
New Homes 15 -17
Additions/Other 600
- Avg inspections/permit
New Homes 9 -12
Additions/Other 2 - 9
HIGHLIGHTS/COMMENTS:
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
Membership to ICBO
Charges & Fees:
Remittances to state of permit surcharges collected
Capital Outlay:
2 ~,
FUND: 101 DEPARTMENT: Protective Inspection DEPT 42400
BUDGET Achial Actual Adopted Y'I'D June Requested Proposed Adopted
ITEM 2005 2006 2007 2007 2008 2008 2008
Staffing 101,925 124,767 110,740 57,277 116,634
~ 116,634 0
Supplies/Materials 162 38 550 176 400 400 0
Support Services 7,028 14,b89 11,220 3,362 11,100 11,100 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 1,012 87 10,000 0 0 0 0
Transfers 0 0 0 0 0 0 0
TOTAL 110,126 139,580 132,510 60,815 128,134 128,134 0
STAFFING:
Full time:
Building Official 1.00 1.00 1.00 1.00 1.00 1.00
Planning Dir .05 .03 .03 .05 .03 .03
Planning Asst .30 .20 .20 .20 .20 .20
Secretary/Recept .10 .10 .10 .10 .10 .10
Parks Secretary -- .05 -- .04 .05 .05
est.
2a
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.
OBTECTIVES /ESTIMATED SERVICE INDICATORS:
- To provide appropriate care for dogs found at-large within the City limits.
- No. of Animal Complaints
HIGHLIGHTS/COMMENTS:
Staffing:
Supplies/Materials:
Support Services:
Animal control contracts with City of Orono and Auntie Ruth's.
Charges & Fees:
Capital Outlay:
2~
FUND: 101 DEPARTMENT: Animal Control DEPT 42700
BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted
ITEM 2005 2006 2007 2007 2008 2008 2008
Staffing 0 0 0 0 0 0 0
Supplies(Materials 0 0 0 0 0 0 0
Support Services 24,673 21,845 24,330 10,999 25,060 25,060 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 0 0 0 0 0 0 0
Transfers 0 0 0 0 0 0 0
TOTAL 24,673 21,845 24,330 10,999 25,060 25,060 0
STAFFING:
Full time:
2~
FUND: 101 General
DEPARTMENT: City Engineer
DEPT NO: 43010
DESRIPTION OF ACTIVITY:
DEPARTMENT MISSION:
Provide engineering and construction
management services for the City.
This department is responsible Eor 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.
OSTECTIVES /ESTIMATED SERVICE INDICATORS
- Assist the City in determining right-of-way needs
- 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
-Provide in-house engineering where feasible
-Provide good public relations with property owners adjacent to construction projects
- Resolve construction issues promptly.
- Engineer Hours on City projects 1,248
-Engineer Hours on private development 600
HIGHLIGHTS/COMMENTS:
Staffing:
1.00 City Engineer
.50 F/T Engineer Technician
.05 Dir of Pub Wks
.25 F/T Clerical
Supplies/Materials:
Computer maintainance/Upgrade
Books, Materials and Software
Support Services:
Cellular phone Airtime & Pager
Conferences and mileage
Subscriptions and Memberships
Charges & Fees:
Capital Outlay:
GPS; Software (AutoCAD, KYPIPE, HydroCAD, ArcViecv); Computer (Engineering Tech)
~8
FUND: 101
BUDGET
ITEM
Staffing
Suppiies/Materials
Support Services
Charges & Fees
Capital Outlay
Transfers
TOTAL
DEPARTMENT: City Engineer DEPT 43010
Actual Actual Adopted YTD June Requested Proposed Adopted
2005 2006 2007 2007 2008 2008 2008
111,604 111,465 148,868 59,401 122,126 122,126 0
90b 579 1,950 664 875 875 0
39,886 83,389 22,150 5,222 16,435 16,435 G
0 0 0 0 0 0 0
503 0 3,600 2,526 18,000 18,000 0
0 0 0 0 0 0 0
152,899 195,433 176,568 67,812 157,436 157,436 0
STAFFING:
Full time:
City Engineer 0.00 0.00 1.00 0.42 0.95 0.95
Eng Technician 0.25 0.71 0.50 0.32 0.25 0.25
Clerical 0.25 0.10 0.25 0.01 0.10 0.10
Dir of Pub Wks 0.65 0.50 -- 0.25 0.02 0.02
est.
Part time:
Clerical °- -- -- -' -- --
29
FUND: 101 General DEPARTMENT MISSION:
DEPARTMENT: Public Works Service Provide supervision and support for all public
works functions; provides for public works utilities,
DEPT NO: 43050 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.
OBTECTIVES:
-Perform preventative maintenance on all equipment within 100 miles or 10 hours of scheduled service
- Perform various Citv building repairs and preventative maintenance using City personnel
HIGHLIGHTS/COMMENTS:
Staffing:
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:
Public Works Building Addition -112 cost $170,000 (2007); and 1/2 cost $170,000 (2008)
Replacement Radios; computers, tire machine
Transfers:
Transfer to Equipment Replacement Fund ($175,000 - 2008)
Transfer to Stormwater Management Fund ($25,000 - 2008)
~0
FUND: 101 DEPARTMENT: Public Works Service DEPT 43050
BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted
ITEM 2005 2006 2007 2007 2008 2008 2008
Staffing 219,118 266,420 261,640 147,142 276,798 276,798 0
Supplies/Materials 51,558 53,501 61,750 26,757 65,050 65,050 0
Support Services 29,406 35,829 44,175 22,270 43,640 43,b40 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 350 7,468 187,350 639 177,600 177,600 0
Transfers 123,000 200,000 200,000 0 200,000 200,000 0
TOTAL 423,431 563,218 754,915 196,807 763,088 763,088 0
STAFFING:
Full time:
Pub Wks Dir
Lt Equip Oper
Clerical
Utility Maint. Operators
Utility Lead
0.10 0.49 0.75 0.71 0.50 0.50
2.50 1.93 1.50 1.78 1.95 1.95
0.05 .08 .05 .00 .05 .05
.00 .77 .67 .65 .67 .67
-- .44 .25 .61 .50 .50
est.
3~
FUND: 101 General DEPARTMENT MISSION:
DEPARTMENT: Streets & Roadways To maintain and upgrade City streets, parking area:
and storm water control systems in an efficient and
DEPT NO: 43100 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.
OBiECTIVES /ESTIMATED SERVICE INDICATORS
- 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
-Miles of street
State 3
County 2
City - MSA 9
City -Local 50
-Miles Sealcoated 5
-Tons of patch material 1,400
HIGHLIGHTS/COMMENTS:
Staffing:
1.15 LEO
0.2 Util. Lead
Supplies/Materials:
Rock, gravel & biturninous for street & road repair
Support Services:
Safety training
Contracted road striping
Transfers:
Transfer to Local Street Reconstruction Fund $645,000 (2008)
~2
FUND: 101 DEPARTMENT: Streets & Roadways DEPT 43100
BUDGET Actual Actual ,Adopted YTD June Requested Proposed Adopted
ITEM 2005 2006 2007 2007 2005 2008 2008
Staffing 87,338 87,376 109,108 36,591 89,272 89,272 D
SupplieslMaterials 59,856 65,953 63,650 9,910 62,000 62,000 0
Support Services 13,995 11,379 23,500 1,544 32,000 32,000 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 0 0 0 0 0 0 0
Transfers 311,000 345,000 345,000 0 645,000 645,000 0
TOTAL 472,189 504,708 541,258 48,045 828,272 828,272 0
STAFFING:
Fu11 time:
Lt Equip Operators 2.20 1.03 2.00 0.97 1.15 1.15
Util. Lead - .25 .33 .03 .2 .2
est.
33
FUND: I01 General DEPARTMENT MISSION:
DEPARTMENT: Snow & Ice Removal Provide snow and ice control for public streets and
City owned parking lots to ensure the safe and
DEPT NO: 43125 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 asap/sand mixture is used as a measure of ice control, and is performed
as needed.
OBiECTIVES /ESTIMATED SERVICE INDICATORS:
- 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
-Miles of street plowed 50
-Tons of salt used 250
-Tons of sand used 1,200
- Manhours spent 1,000
- No. of cul-de-sacs plowed 94
HIGHLIGHTS/COMMENTS:
Staffing:
.4 LEO
.05 Util Maint
.05 Util Lead
Supplies/Materials:
Sand and salt for ice control
~ ~,
FUND: 101 DEPARTMENT: Snow & Ice Removal DEPT 43125
BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted
ITEM 2005 2006 2007 2007 2008 2008 2008
Staffing 24,475 14,468 34,435 20,916 39,166 39,166 0
Supplies/Materials 20,864 12,862 44,500 25,532 44,500 44,500 0
Support Services 0 0 0 0 0 0 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 0 0 2,300 0 1,900 1,900 0
Transfers 0 0 0 0 0 0 0
TOTAL 45,339 27,330 81,235 46,448 85,566 85,566 0
STAFFING:
Full time:
.50 .14 .50 .42 .40 .40
Lt Equip Oper (LEO) -- .04 -- .09 .05 .05
Util Maint -- .04 -- .10 .05 .05
Util Lead
est.
~d
FUND: 101 General
DEPARTMENT: Traffic Control/St Lights
DEPT NO: 43160
DESCRIPTION OF ACTIVITY:
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
Includes maintenence 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.
OBTECTIVES /ESTIMATED SERVICE INDICATORS:
- Number of street lights 195
-Number of traffic signals 6
HIGHLIGHTS/COMMENTS:
Supplies/Materials:
Maintenance to semaphores and Hwy 7 & Vine Hill Road, Christmas Lake Road,
County Road 19, Hwy 41, Old Market Road; County Road 19 and Smithtown Road.
Street signs & posts
Support Services:
3~
FUND: 101 DEPARTMENT: Traffic Control/Street Lighting DEPT 43160
BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted
ITEM 2005 2006 2007 2007 2008 2008 2008
Staffing 0 0 0 356 0 0 0
Supplies/Materials 4,662 1,415 500 776 1,500 1,500 0
Support Services 31,457 40,286 43,200 15,351 42,300 42,300 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 0 0 0 0 0 0 0
Transfers 0 0 0 0 0 0 0
TOTAL 36,119 41,701 43,700 16,483 43,800 43,800 0
STAFFING:
a~
FUND: I01 General
DEPARTMENT: Sanitation/Weed Control
DEPT NO: 43200
DESCRIPTION OF ACTIVITY:
DEPARTMENT MISSION:
Provide for the general sanitation and cleanliness
of the City and provide for the treatment of noxious
weeds on City properties.
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.
OBTECTIVES /ESTIMATED SERVICE INDICATORS
-Resolve 100% of weed complaints
- No of weed complaints 5
- No of notices served 5
- No of parcels sprayed 0
-Miles/roadside sprayed 50
HIGHLIGHTS/COMMENTS:
Staffing:
Miscellaneous staff time for property clean-ups
Support Services:
Miscellaneous property clean-ups
Contracted weed spraying services
a8
FUND: 101 DEPARTMENT: Sanitation/Waste Removal/Weeds DEPT 43200
BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted
ITEM 2005 2006 2007 2007 2003 2008 2008
Staffing 586 608 757 2,505 641 641 0
Supplies/Materials 0 0 500 0 500 500 0
Support Services 3,502 5,395 5,500 247 4,500 4,500 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 0 0 0 0 0 0 0
Transfers 0 0 0 0 0 0 0
TOTAL 4,088 6,003 6,757 2,752 5,641 5,641 0
STAFFING:
~@
FUND: 101 Generat DEPARTMENT MISSION:
To provide diseased tree inspection services to
DEPARTMENT: Tree Maintenance residents; to remove diseased trees located on City
property; and to maintain and trim trees located on
DEPT NO: 43250 City rights-of-way and other property
DESCRIPTION OF ACTIVITY:
This department is responsible for detection and removal of diseased and unsafe trees on City
rights-of-way and other properties, and pruning of trees on city property. Tree inspection
services are provided to residents on an on-call basis.
OBIECTIVES /ESTIMATED SERVICE INDICATORS:
-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
- No of trees removed 40
-Yards of brush hauled 700
HIGHLIGHTSlCOMMENTS:
Staffing:
.15 LEO
Supplies/Materials:
Small Tools
Paint for tree marking
Support Services:
Contracted tree and brush removal
Tree inspection certification
~! 0
FUND: 101
BUDGET
ITEM
Staffing
Supplies/Materials
Support Services
Charges & Fees
Capital Outlay
Transfers
TOTAL
DEPARTMENT: Tree Maintenance DEPT 43250
Actual Actual Adopted YTD June Requested Proposed Adopted
2005 2006 2007 2007 2008 2008 200S
15,011 22,122 15,233 8,714 16,128 16,128 0
479 1,323 2,450 382 3,150 3,150 0
7,768 7,110 15,550 3,881 11,000 11,000 0
0 0 0 0 0 0 0
0 0 0 0 0 0 0
0 0 0 0 0 0 0
23,258 30,555 33,733 12,977 30,278 30,278 0
STAFFING:
Lt Equip Operator (LEO) .20
est.
.27 .25 .25 .25 .25
~>
FUND: 101 General DEPARTMENT MISSION:
Maintain City parks, trails & beaches to ensure safe
DEPARTMENT: Parks & Recreation and enjoyable recreational amenities, and coordinate
recreational opportunities for City residents of all
DEPT NO: 45200 ages and physical abilities
DESCRIPTION OF ACTIVITY
The department is responsible for the maintenance of all City parks, including playgrounds, ballfields, trails, ice rinks,
buildings and other play areas. Winter ice skaing and summer rec programs are coordinated by this department.
OBTECTIVES:
-Continue promoting the benefits of investing in Shorewood parks and park improvements.
Acres of maint park 99.70
Cost of maint per acre 1600
No. of ballfields
Softball 3
Baseball 5
No. of Tennis Courts 4
No. of hockey rinks 2
No. of skating rinks 3
No. of times rinks are cleaned/resurfaced 80
No. of shelters 4
No. of pirnic tables 47
Miles of Trails 3.50
HIGHLIGHTS/COMMENTS:
Staffing:
Part time includes Park Commission Secretarial
Seasonal includes Summer employees and Winter Rink Attendants
Supplies/Materials:
Maintenance to park equipment and buildings
Rock, black dirt, gravel, sand, fertilizers, seed for parks
Support Services:
Park Coordinating Svcs ($20,000); Crescent Beach Lifeguard Svcs ($6,000); Contributions to 'Music In The Parks' ($2,500),
Friends of Center ($8,800); Friends Fund-raising Match ($12,500}; Buckthorn Removal Prog ($1,600); Portable toilets ($9,0001.
Charges & Fees:
Capital Outlay:
Transfers:
Transfer to Park Capital Improvement Fund 515,000
4~
FUND: 101 DEPARTMENT: Parks & Recreation DEPT 45200
BUDGET Actual Actual Adopted YTD Tune Requested Proposed Adopted
ITEM 2005 2006 2007 2007 2008 2008 2008
Staffing 109,305 112,753 140,530 61,454 131,408 131,408 0
Supplies/Materials 10,026 6,861 15,400 5,240 12,400 12,400 0
Support Services 48,159 49,797 81,450 27,081 74,800 74,800 0
Charges & Fees 0 0 0 0 0 0 0
Capital Outlay 9,989 0 5,000 0 0 0 0
Transfers 15,000 15,000 15,000 0 15,000 15,000 0
TOTAL 192 Sob 7 84 411 257 380 93 775 233.604 233.~n 0
STAFFING:
Full time:
Dir of Public Wks -- .07 -- .03 .03 .03
Lt Equip Oper 1.50 1.51 1.50 1.14 1.25 1.25
Clerical .25 .30 .33 .36 .35 .35
Part time:
Clerical -- -- -- '- "' --
Seasonal:
Summer 2.00 1.00 1.00 1.00 1.00 1.00
Winter (rinks) 10.00 10.00 10.00 10.00 10.00 10.00
est.
~~ d
CITY ®F
SHOREWOOD
5755 COUNTRY CLUB ROAD •SHOREWOOD, MINNESOTA 55331-8927 • (952) 474-3236
FAX (952) 474-0128 • www.ci.shorewood.mn.us • cityhall@ci.shorewood.mn.us
MEMORANDUM
TO: City Council
Department Directors
FROM: Craig W. Dawson, City Administrator
DATE: November 1, 2007
SUBJECT: Status on 2007/08 Goals & Priorities
In mid-April, the timetable/work schedule to address the Goals & Priorities from Apri12007 through
March 2008 was identified. The status of them as of today is noted.
High Priority:
1. Complete the development of a matrix to identify priority projects
Done
2. Develop comprehensive inflow/infiltration (I/I) plan to evaluate Metropolitan Council data
and findings.
Complete: October 31 Work Session: November 13
Status: Proposal for consultant's services to be at November 26 Council meeting
3. Place Pavement Inventory (as updated annually) on Website
Done
4. Address "problem drainage areas" identified in 2007 budget; develop plan to address them (&
more of them) in upcoming years.
Complete: October 31 Work Session: November 13 (now not needed]
Status: Discussed during CIP; CIP approval scheduled for December 10 Council meeting
5. Reconstruct Badger Field lighting
Done
Medium Priority:
1. Initiate installation of radio-read water meters; determine duration of implementation (use
proceeds from bonds already issued)
Begin installation June 4
Status: Contract awarded; installation began in late September c~ will be completed this
year
2. Begin design for Mary Lake outlet, for 2008 construction (in 2007 budget)
Begin October 15
Status: Project placed in 2011 in CIP; design work is postponed
.,
~s F' PRINTED ON RECYCLED PAPER
Status on Timetable To Address 2007/08 Goals & Priorities
Page 2
3. Review/Implement recommendations for Planning District 6 (CR 19 from Excelsior to Tonka
Bay city limits)
Begun; through August Work Session: July 23
Status: Begun, w/Ping Cmsn to finish in November, and on to Council for December
4. Prepare special assessment policies for stormwater improvements
Complete: October 31 Work Session: November 13
Status: During discussion of stormwater enterprise budget, Council indicated preference to
bond for improvements system-wide, rather than special districts or special assessments.
No further work on policies is planned.
5. Evaluate need/develop program(s) for wildlife management (e.g., deer, beavers, geese)
Done
City is contracting w/MBRB for 2007, and has approved a special deer removal permit for
Minnetonka Country Club for 2007 O8. At June 25 work session, Council indicated deer
management was the extent of active wildlife management activities.
6. Begin phased implementation of electronic payments for general City fees and transactions
October-November (after installation of new financial software)
Status: New financial software installation& training Oct. 22 -Nov. 2. New module for
electronic payments will be installed in March 2008, with training at that time.
7. Meet with advisory commissions at least once during the year (& strive for an informal
setting)
Done
8. Make a decision on renovation or replacement of City Hall, and when any construction should
begin
Decision made in August to remodeUrenovate City Hall
Status: Architect selection at November S Council meeting
9. Identify relevant and meaningful activity indicators for budget
July-September
Status: Discussed during budget work sessions, with general agreement for fewer but
significant activity indicators
10. Evaluate continuation of municipal off-sale liquor enterprise
Started March
Status: Closing on sales of liquor operations scheduled for November 27, 2007.
11. Open LaserFiche Weblink module for public access to City documents and records on
Website
April -June
Status: Module is installed and continues to have categories of documents added to view;
Council, Commissions, and Finance documents are currently available.
12. Accomplish Shorewood/Tonka Bay corporate boundary change in County Road 19/
Smithtown Road intersection area
August -October
Status: Awaiting final closeout of CR 19 project before work on this may begin
13. Review/strengthen sign ordinance re: electronic/LED billboards
Done
Discussed at July 23 work session; no changes needed
Status on Timetable To Address 2007/08 Goals & Priorities
Page 3
Lesser Priority:
1. Identify desired and achievable changes in budgeting and budget management
July -September Work Session: July 9
Status: Discussed during budget work sessions
2. Review additional community service officer (CSO) services from SLMPD (including
additional animal control)
April -August Work Session: July 23
Status: Proposed by SLMP and presented for budget; consideration again scheduled for
November S Council meeting
3. Finalize electronic database for all as-built information re: public works infrastructure
On-going (will extend beyond 2008)
Status: on-going
4. Update right-of--way ordinance
Complete by August
Status: Draft presented at October 29 work session
5. Review water rate structure, with attention to minimum charge
September -November Work Session: October 22
Status: Topic discussed briefly at October 8 work session; revenue-neutral alternatives still
to be developed
6. Evaluate relationships/responsibilities of cities and Friends of the Southshore Center re:
building
February -June Work Session: June 25
Status: Interim funding for 2008 agreed in October; working group to start again on
November 2 with goal of making recommendations by April 1, 2008
7. Evaluate allocation for programming services at Southshore Center
February -June Work Session: June 25
Status: Interim funding for 2008 agreed in October; working group to start again on
November 2 with goal of making recommendations by April 1, 2008
8. Review and update parking requirements in zoning code
August -October Work Session: November 26 or later (if needed)
Status: Will be taken up by Planning Commission in January 2008
9. Develop and implement water conservation plan
Complete by October Work Session: October 22
Status: To be scheduled for a work session in December 2007
10. Improve quality and attendance at Music-in-the-Park
On-going
Status: Two events held in 2007
11. Work on new design for Website and newsletter
Website -complete in July
Newsletter -ongoing
Status: Website completed in August (with occasional tweaking still occurring)
12. Improve quality and attendance at Arctic Fever
Begun & on-going through the year
Status: Committee has been meeting regularly, w/plans firming for Jan. 19, 2008
Status on Timetable To Address 2007/08 Goals & Priorities
Page 4
13. Develop database for historic/cultural/architectural buildings and features
Start in July Work session: in 2008
Status: Begun
14. Participate in discussion of funding allocations for Excelsior Fire District
Begun in February
Status: Discussions began, and no meetings called since April 19
15. Set up public access/computer kiosk in the front lobby of City Hall
Complete by September
Status: Still planned by year-end; will re-use existing/retired equipment
16. Research electronic City Council packets
On-going (a very lesser priority w/ 0.6 points)
Status: Monitoring