Loading...
080408 CC WS AgPCITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, AUGUST 4, 2008 AGENDA (REVISED 7/31/08) 1. 2. 3. 4. 5. CONVENE CITY COUNCIL WORK SESSION A. Roll Call 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 6:00 P.M. Mayor Lizee Woodruff Turgeon Bailey Wellens B. Review Agenda SLMPD 2009 BUDGET (Att. -SLMPD memorandum) GENERAL FUND DRAFT 2009 BUDGET (Att. -Finance Director's memorandum; Budget Draft) SOUTHSHORE CENTER FUNDING (Acting Administrator's memorandum) ADJOURN ._ ... eR~rAr~ T, LET~°~~ Chief of Police ~,~+ 24150 SMETNTOVVN ROAd Office (952) 474-3261 >s. %~ SHOREWOOd, M(~1 55331-8598 Fax (952} 474-4477 M .L' M R A 1\ ~.J M TO: Shorewood City Council Members FROM: Bryan Litsey, Chief of Police DATE: August 1, 2008 -Friday RE: 2009 Operating Budget Proposal This is a follow-up to my appearance before the Shorewood City Council on Monday, July 28, 2008 to present the SLMPD operating budget proposal for 2009. Although no vote was taken on the proposal, it was apparent from the feedback that Mayor Chris Lizee was the only member of the council supportive of the budget as proposed. The majority of the council, however, was receptive to a lesser increase. The focus of concern seemed to be on the hiring of an additional police officer, not the baseline budget increase and funding for technology, which generated. little discussion. Council Member Turgeon did offer some direction when mentioning 6 percent as an alternative to the proposed 9.5 percent increase. 1-however, no official action was taken: The Coordinating Committee held their quarterly meeting on Tuesday, July 29, 2008. Each representative (mayor) reported on the action taken by their respective city councils concerning the SLMPD operating budget proposal for 2009. The Excelsior, Greenwood and Tonka Bay City Councils approved the proposal with only one dissenting vote among them collectively. The position taken by the Shorewood City Council was not so clear- cut, being the proposal never went to a vote and no alternative was officially advanced for consideration. The Coordinating Committee members acted on the assumption that the hiring of an additional police officer was the stumbling block with members of the Shorewood City Council. This is where the focus of discussion was centered, even though the Coordinating Committee members continue to be solidly behind the proposed budget as presented and reaffirmed this during the meeting. If, however, the majority of the Shorewood City Council is opposed to the costs associated with an additional police officer, then approval of the baseline budget increase with the additional funding for Serving the South Lake Minnetonka Communities of Excelsior, Greenwood, Shorewood and Tonka Bay e®~°andu t® Sh®rew®nd City ~®uncil Members Page 2 ®f 2 technology is being advocated by the Coordinating Committee. The technology component is important with the need for a new in-house record management system. Backing out the additional police officer from the proposed budget would lower the increase to 6.7 percent. Under this scenario, the savings to Shorewood would be $25,500 from the proposed budget. Also backing out the additional funding for technology would lower the increase to 6.1 percent. The savings to Shorewood would be $30,500 from the proposed budget. Leaving the baseline budget increase intact with or without the technology funding may not require action by the other city councils, since they have already approved this as part of the total package. At a minimum, the baseline budget increase is needed to maintain current operations absent the strategic goals for 2009. Included are budget spreadsheets reflecting both scenarios (figures rounded). The members of the Coordinating Committee would appreciate knowing the intent of the Shorewood City Council as soon as possible. Time is of the essence as the September 1st deadline approaches. The Coordinating Committee would like to avoid having to resort to the default provision in the amended Joint Powers Agreement (JPA) to establish the baseline budget increase. In recent months I have appeared before the Shorewood City Council twice to discuss both the strategic plan and the budget proposal for 2009. I have also met individually with several council members. I trust at this point all the questions surrounding the strategic plan and proposed budget have been answered satisfactorily. If there are remaining questions, however, I am willing to make myself available to meet individually with council members. Your consideration of this matter would be greatly appreciated. I can be reached most any time by calling (952) 960-1601 or (952) 292-7103. Prepared ~y ~ P®I~ee Ch~e~ ~ryar~ L~~sey August 1, 2008 -~ , ~ ~ z° . ~-~ ~~~ 1 , c ~ ~ ~ ~ ~ r w ~ ~ ~~~ ~. ~ i i APE T'I G l1Dt~E1' P ®P®Sd4L roj t xp n es m ~e r o Ac~difiona/ olsce fice~ - dd~~ional Technology Fueling ITEM CATEGORY AMOUNT 50100 Salaries -Full-Time $1,177,000 50200 Salaries -Overtime $64,200 50300 Salaries -Part-Time $94,500 50500 Social Security & Medicare $27,000 50600 PERA Pensions $172,500 50700 Insurance Benefits $190,000 51000 Contracted Services $11,800 52100 Equipment Leases $40,100 52200 Repairs & Maintenance $43,500 52300 Utilities $72,500 52400 Janitorial & Cleaning $12,400 52500 Printing & Publishing $4,600 52800 Care of Persons $100 53000 Supplies $72,000 54000 Uniforms & Gear $13,600 54500 Training & Conferences $10,100 56000 Insurance $54,000 56100 Subscriptions & Memberships $2,900 57000 Special Projects $12,200 58000 Capital Outlay $50,000 TOTAL PROJECTED EXPENSES $2,125,000 I rjc~ vc~~ ~ r oes Not inoiude Contributions from ember Codes ITE~lI CATEGORY AMOUNT 40110 Court Overtime $5,000 40120 Excelsior Park and Dock Patrol Services $22,000 42100 State Peace Officer Aid $137,000 42200 State Training Reimbursement $7,000 43100 Minnetonka School District $7,000 43200 Administrative Requests $1,000 43400 Security Details $25,000 44000 Investment Income $20,000 46400 Forfeitures $1,000 46500 Miscellaneous State Reimbursement $8,500 46600 Other Reimbursement $1,500 TOTAL PROJECTED REVENUES $235,000 expenses in ~'xcess of f2evenues $1,890,000 PROJECTED COST TO (lflEM03ER CITIES $1,890,000 t E~ IUo Additional Police ®fficer -Additional Technology Funding c~~tri5.~~u~~on~ fr ~~~ e ~r iti:~ ®Yr.~~ar 0 MEMBER CITY TOTAL AMOUNT % SHARE $ SHARE ~ INCREASE OVER 2008 Excelsior $1,890,000 27.0% $510,300. $31,887 Greenwood $1,890,000 8.0% $151,200 $9,448 Shorewood $1,890,000 50.0% $945,000 $59,050 Tonka Bay $1,890,000 15.0% $283,500 $17,715 2009 Total Contributions from Member Cities $'1,890,000 2008 Total Contributions from Member Cities $1,771,900 The Fourth Amendment to the Joint Powers Agreement (JPA), which was ratified by the member cities in 2006, contains a provision whereby each city's annual contribution toward the operating budget was determined by arbitration. The percentages in the chart above reflect the ruling of the arbitration panel, which were first implemented in 2007. Dollar Increase Over 2008 $118,100 Percentage Increase Over 2008 6.7% Contributions from Member Cities -Year 200 MEMBER CITY TOTAL AMOUNT % SHARE $ SHARE ~ INCREASE OVER 2007 Excelsior $1,771,900 27.0% $478,413 $37,901 Greenwood $1,771,900 8.0% $141,752 $11,230 Shorewood $1,771,900 50.0% $885,950 $70,188 Tonka Bay $1,771,900 15.0% $265,785 $21,056 Totals $1,771,900 $140,375 ., i .e ~ _~ ~ __. -r ~! ~ ~ _®__ ._ ~ .-. ~ _~ ... tires a ~ ~, __._,., t %1 No Additional Police Officer No Additional Technology Funding ~ ~' a , ; .a E TI U ~T ~f nee®Yer iti n o c9ice icer ® itina/ Techly ~n~in~ ITEM CATEGORY AMOUNT 50100 Salaries -Full-Time $1,177,000 50200 Salaries -Overtime $64,200 50300 Salaries -Part-Time $94,500 50500 Social Security & Medicare $27,000 50600 PERA Pensions $172,500 50700 Insurance Benefits $190,000 51000 Contracted Services $11,800 52100 Equipment Leases $30,100 52200 Repairs & Maintenance $43,500 52300 Utilities $72,500 52400 Janitorial & Cleaning $12,400 52500 Printing & Publishing $4,600 52800 Care of Persons $100 53000 Supplies $72,000 54000 Uniforms & Gear $13,600 54500 Training & Conferences $10,100 56000 Insurance $54,000 56100 Subscriptions & Memberships $2,900 57000 Special Projects $12,200 58000 Capital Outlay $50,000 TOTAL PROJECTED EXPENSES $2,115,000 rj~ v~tu ®y r ®oes 14Jot include Contributions from Member Cities ITEM CATEGORY AMOUNT 40110 Court Overtime $5,000 40120 Excelsior Park and Dock Patrol Services $22,000 42100 State Peace Officer Aid $137,000 42200 State Training Reimbursement $7,000 43100 Minnetonka School District $7,000 43200 Administrative Requests $1,000 43400 Security Details $25,000 44000 Investment Income $20,000 46400 Forfeitures $1,000 46500 Miscellaneous State Reimbursement $8,500 46600 Other Reimbursement $1,500 TOTAL PROJECTED REVENUES $235,000 Expenses in Excess of Revenues $1,880,000 PROJECTED COST TO MEMBER CITIES $1,880,000 TIN ET L No Additional Police Officer - IVo Additional Technology Funding ntriuti®ns from ember Cities - Y ar 2009 MEMBER CITY TOTAL AMOUNT % SHARE $ SHARE $ INCREASE OVER 2008 Excelsior $1.,880,000 27.0% $507,600 $29,187 Greenwood $1,880,000 8.0% $150,400 $8,648 Shorewood $1,880,000 50.0% $940,000 $54,050 Tonka Bay $1,880,000 15.0% $282,000 $16,215 2009 Total Contributions from Member Cities $1,880,000 2008 Total Contributions from Member Cities $1,771,900 The Fourth Amendment to the Joint Powers Agreement (JPA), which was ratified by the member cities in 2006, contains a provision whereby each city's annual contribution toward the operating budget was determined by arbitration. The percentages in the chart above reflect the ruling of the arbitration panel, which were first implemented in 2007. Dollar Increase Over 2008 $108,100 Percentage Increase Over 2008 6.1% Contributions from ember Cities -Year 2008 MEMBER CITY TOTAL AMOUNT % SHARE $ SHARE ~ INCREASE OVER 2007 Excelsior $1,771,900 27.0% $478,413 $37,901 Greenwood $1,771,900 8.0% $141,752 $11,230 Shorewood $1,771,900 50.0% $885,950 $70,188 Tonka Bay $1,771,900 15.0% $265,785 $21,056 Totals $1,771,900 $140,375 CI`I"Y C)~ 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: Honorable Mayor and City Council Lawrence A. Brown, Acting City Administrato - FROM: Bonnie Burton, Finance Director/Treasurer ~.~ DATE: July 18, 2008 SUBJECT: Overview of 2009 Draft Proposed General Fund Operating Budget OVERVIEW The City Council had preliminary discussion on the 2009 budget philosophy and process in June. At that meeting, Council directed staff to prepare the first draft of the 2009 General Fund Operating Budget with a zero (0%) percent tax levy increase. Staff has since been compiling departmental proposed budgets and although this preliminary first pass is in rough form, staff believes they are on target to achieve the objectives specified by the City Council. • Levy Limits: As Council will recall, cities with populations over 2,500 are subject to levy limits for the next three years. The Pay2009 levy limit will allow for up to a 3.9% inflationary increase in the base levy, when compared to the city's previous year's levy. The levy limit law allows for "special levies", which are levies for items such as debt service on bonds, natural disaster recovery, and other very specifically allowed items. The special levies are added to the base levy. • Tax Base: Very preliminary information from Hennepin County on new figures for Shorewood's estimated market values indicates an increase in the range of 4% for Pay2009. We have not yet received information regarding the change in tax capacity, or taxable value. Truth-In-Taxation Requirements: The Council must adopt the "Proposed Tax Levy" for certification to Hennepin County and the State by September 15. The last regularly-scheduled Council meeting prior to this date is September 8. The "Proposed Tax Levy" is a "not-to-exceed number" that may be reduced, but cannot be increased when the Council certifies the tax levy in December. Additional budget work can then be conducted throughout the fall, if needed. A Truth-In-Taxation budget public hearing is scheduled for December 1, with adoption of the final 2009 budget planned for December 8, 2008. Enterprise Budgets: Budgets for enterprise activities, which are fee- or sales- supported, will be prepared and discussed in the fall. These budgets include Water, Sewer, Stormwater, and Recycling. ®s ~®~' PRINTED ON RECYCLED PAPER -- " ~ 2009 Proposed General Fund Budget Draft July 21, 2008 City Council Work Session Page 2 2009 B UDGET HIGHLIGHTS - Revenates • Tax Levy: This first pass of the 2009 draft budget contemplates a base tax levy of $4,056,917. This is a zero (0%) increase from the 2008 base tax levy. The 2009 special tax levy, for debt service for the public safety building and the city hall project bonds, is $635,670, compared to $555,078 in 2008. The total proposed 2009 tax levy is $4,692,587 or a 1.75% increase over the Pay2008. • Transfers to Capital Funds: Transfers out to Capital Improvement Funds are programmed at $860,000 for 2009. This amount is reduced somewhat from 2008 budgeted transfers of $945,000 but greater than transfers of $670,000 for 2007. These transfers are important to provide current and future funding for capital projects and purchases. • Use of Reserves: The draft budget also contemplates using about $151,000, or 4% of General Fund reserves, in keeping with the General Fund Reserve Policy. This use of reserves should result in an anticipated General Fund balance of $3.5 million. • Other Revenue Sources: Other City revenue sources are expected to remain generally unchanged, including building permit revenue, license and permit revenue, and miscellaneous revenue, including interest income. Fine revenue appears to be less than expected, so was reduced by $10,000 in the 2009 budget. No transfers into the General Fund from the Liquor Fund are contemplated for 2009. 2009 BUDGET HIGHLIGHTS - Expenditures Staffing Levels, Salaries, and Insurance: No additional staffing changes are contemplated. Budgeted salaries for 2009 include a 3% economic adjustment. The AFSCME contract (which expires 12/31/2009) calls for 2% increases in January and July. There is no increment included in this budget draft for merit increases; for 2008, $20,000 was included in the Administrator's budget for this purpose. Total insurance premiums have been estimated to increase 10%; the City's payment of up to $756 per month of a regular full-time employee's insurance costs, is proposed to be increased to $800 per month for 2009. This may change when renewals are completed in the fall. • Fuel Costs: Fuel prices are expected to continue to be high. This impact is most noticeable in the Public Works budgets. • Elections: There are reductions in 2009 as next year is not an election year. • Police & Fire: The City generally reviews and approves the police budget in July/August. Pending this event, the current budget draft uses an estimated total police expenditure amount of $1,211,908, which is a 9% increase over the 2008 budgeted amount. (The estimate came from the draft prepared for the SLMPD strategic planning group.) We are also pending 2009 budget information from the Mound fire service. 2009 Proposed General Fund Budget Draft July 21, 2008 City Council Work Session Page 3 Professional Services: The costs for assessing, audit, city attorney, and city prosecutor are shown in this department. Assessing services from Hennepin County are expected to increase from $90,000 to $93,000. • Technology and Computer Replacements: The 2009 budget draft does not include funding for replacement computers for four employees scheduled for replacement next year. The estimated necessary funds for these expenditures is $10,000. CONCLUSION Staff has made every effort to make this first budget draft as lean as possible. Council is asked to review it and plan to work toward further budget refinements with staff at the Monday, July 21, 6 PM work- session. Our mutual goal is to develop a budget that will provide a responsible plan to balance the City's service delivery needs, continuing infrastructure needs, and financial position. CITY OF SHOREWOOD Year 2009 Budget Schedule Date DescriEtion 06/17/08 Budget worksheets distributed to staff department heads 06/23/08 Budget discussion -Council philosophy and direction; levy limit update (Council and Staff) 07/07/08 Completed budget worksheets due back to Finance from staff. 07/21/08 Work-session: General Fund Operating Budget draft (Council and Staff) 08/11/08 Work-session: Additional General Fund session (Council and Staff) 08/18/08 Work-session: Additional General Fund session (Council and Staff) 08/25/08 Work-session: Additional General Fund session (Council and Staff) 09/08/08 Regular Council meeting. Council adopts 2009 proposed budget and levy. 09/15/08 Proposed budget and levy must be adopted and certified to County Auditor by this date. State form Payable 2009 PT Form 280 also to be submitted. 10/13/08 Work-session: Enterprise Budget session (Council and staff) 10/27/08 Work-session: Enterprise Budget session (Council and staff) 11/10/08 Work-session: General Fund Budget Final Review (Council and staff) 11/20-11/24 Counties to mail Notice of Proposed Property Tax by this date. 11/20/08 Budget hearing advertisement published in the official newspaper. 12/01/08 Truth-In-Taxation Budget Public Hearing. 12/08/08 Regular Council meeting. Final 2009 budgets and levy to be adopted. 12/29/08 Final levy and budgets must be certified to the County Auditor by this date. State forms Payable 2009 Property Tax Levy Report and PT Forn~i TNT2009 also due. 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 2009 DRAFT ANNUAL GENERAL FUND OPERATING BUDGET BUDGET WORKSESSION 21 JULY 2008 .s a®~® PRINTED ON RECYCLED PAPER CITY OF SHOREWOOD GENERAL FUND REVENUE AND EXPENDITURE SUMMARY 2009 DRAFT GENERAL FUND BUDGET July 21, 2008 Worksession Achial 2006 Achtal 2007 Budget 2008 YTD June 2008 Requested 2009 Proposed 2009 Adopted $$ 2009 Change %> Change Revenues and Other Sources Property Taxes 4,141,539 4,332,741 4,611,995 1,602,300 4,692,587 80,592 1.75% Licenses and Permits 382,408 256,471 216,150 125,937 216,150 0 0.00 Intergovernmental 4,925 95,901 65,000 29,060 65,000 0 0.00 Fines and Forfeih~res 79,040 77,777 80,000 24,720 70,000 (1Q000) -12.50% Charges for Service 45,450 50,819 56,000 34,961 46,000 (10,000) -17.86% Miscellaneous Revenue 195,090 286,684 150,000 102,372 150,000 0 0.00% Total Revenues 4,848,452 5,100,393 5,179,145 1,919,350 5,239,737 0 0 60,592 1.19 Expenditures General Government Mayor and Council 60,960 63,319 70,093 33,974 70,194 101 0.14 Administration 125,505 149,180 178,621 128,247 149,521 (29,100) -16.29% General Government 195,099 243,848 242,183 112,673 245,427 3,244 1.34%, Elections 30,018 2,894 37,642 3,300 23,402 (14,240) -37.83 Finance 159,336 174,495 190,581 84,415 196,337 5,756 3.02 Professional Services 164,864 196,880 217,000 201,080 219,500 2,500 1.15 Planning and Zoning 194,305 184,854 206,390 101,917 213,306 6,916 3.35 Municipal Building 207,400 206,645 226,314 30,684 276,700 50,386 22.26% Total General Government 1,137,485 1,222,115 1,368,824 696,289 1,394,387 0 0 25,563 2.09 Public Safety Police 1,036,609 1,072,528 1,111,503 640,901 1,211,908 100,405 9.03 Fire Protection 563,850 595,947 622,935 317,781 603,945 (18,990) -3.05% Protective Inspection 139,580 128,142 128,134 66,042 133,934 5,800 4.53% Animal Control 21,845 21,390 25,060 0 25,060 0 0.00% Total Public Safety 1,761,884 1,818,007 1,887,632 1,024,725 1,974,847 0 0 87,215 4.80 Public Works City Engineer 195,435 132,998 157,436 78,646 161,057 3,621 2.30 Public Works Services 363,218 405,010 393,088 195,068 410,495 17,407 4.43 Streets and Roadways 164,708 171,221 183,272 86,860 190,945 7,673 4.19`% Snow and Ice Removal 27,330 69,189 85,566 32,339 91,512 5,946 6.95 Traffic Control/Street Lights 41,701 39,274 43,800 21,175 47,600 3,800 8.68`% Sanitation/Waste Removal 6,003 4,458 5,641 3,526 5,545 (96) -1.70 Tree Maintenance 30,556 29,598 30,278 10,038 30,568 290 0.96%, Total Public Works 828,952 851,748 899,081 427,652 937,722 0 0 38,641 4.30% Culhire and Recreation Parks and Recreation 169,411 200,920 218,608 122,078 224,010 5,402 2.47%, Total Culhtre and Recreation 169,411 200,920 218,608 122,078 224,010 0 0 5,402 2.47% Total Expenditures 3,897,732 4,092,790 4,374,145 2,270,744 4,530,966 0 0 156,821 3.59% Total Revenues Over (Under) Expenditures 950,720 1,007,603 805,000 (351,394) 708,771 0 0 CITY OF SI~ORE~VOOD GENERAL FUND REVENUE AND EXPENDITURE SUMMARY 2009 DRAFT GENERAL FUND BUDGET July 21, 2008 Worksession Actual Achal Budget YTD June Requested Proposed Adopted $$ 2006 2007 2008 2008 2009 2009 2009 Change Change Fund Transfers In Liquor Fund 50,000 40,000 40,000 0 0 (40,000) Street Reconstr Fund 0 0 0 0 0 0 Trail Fund 0 0 0 0 0 0 Sewer Fund 0 0 0 0 0 0 Water Fund 0 0 0 0 0 0 Total Transfers h1 50,000 40,000 40,000 0 0 0 0 (40,000) -100.00% Fund Transfers Out Equip Replacemt Fund (PW) 175,000 175,000 175,000 0 175,000 0 Street Reconstr Fund 345,000 345,000 645,000 0 560,000 (85,000) Park Capital Imp Fund 10,000 15,000 15,000 0 15,000 0 Trail Capital Imprvment Fnd 0 0 0 0 0 0 Public Facilities Fund 50,000 50,000 50,000 0 50,000 0 Land & Open Space Fund 5,000 0 0 0 0 0 Sewer Fund 60,000 60,000 0 60,000 0 Stormwater Mgmt Fund 25,000 25,000 0 0 0 0 Total Fund Transfers Out 610,000 67Q000 945,000 0 860,000 0 0 (85,000) -8.99`% Excess (Deficiency) of Revemies and Other Financing Sources Over Expenditures and Other Uses 390,720 377,603 (100,000) (351,394) (151,229) 0 0 Amounts to be Provided from General Fund Balance (390,720) (377,603) 100,000 351,394 151,229 0 0 General Fund Balance January 1 2,993,181 3,383,906 3,761,509 3,761,509 3,661,509 General Fund Balance December 31 3,383,906 3,761,509 3,661,509 3,410,115 3,510,280 0 0 CITY OF SHOREWOOD GENERAL FUND SUMMARY OF ESTIMATED REVENUES 2009 DRAFT PROPOSED BUDGET July 21, 2008 Worksession TAXES: Taxes -The City levies property taxes to finance the general operating fund which provides municipal governmental services Fiscal Disparities -Received with taxes above. In 1971, the legislature enacted this law to allow municipalities to share in metropolitan commercial/industrial growth. A percentage of commercial/industrial taxes are pooled and distributed and distributed to comrnunities in the metropolitan area. Syecial Levy - In addition to levy Limits, this levy is for Shorewood's share of debt service for the public safety building and City Hall addition/renovations. LICENSE/PERMIT FEES: Rental Housing_License Fees -License fees for rental housing units. License is valid for a term of three (3) years. Liquor License Fees Other Business Licenses -Fees for refuse hauler and tree trimming licenses. Building Permits -Permit fee based upon valuation of structure according to Uniform Building Code Schedule. Dog Licenses Other Non-business -Horse permit and alarm permit fees. INTERGOVERNMENTAL REVENUE: Market Value Homestead Credit (MVHC)_- A state credit that replaced HACA in 2004. Essentially, it is a state tax levied by a municipality that is rebated to the City. The state legislature decided not to make MVHC payments for calendar years 2004 - 2006, as part of its budget balancing techniques. PERA Aid - A state aid approved in the 19971egislature to fund an mandated increase in the employer's contributions. MSA Road Aid - Aid provided by the state 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 searches, map sale, planning fees. Includes rental income from residential property. Engineering -Fees charged to other City funds and developers for engineering services. Recreation -Fees charged 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, cellular antenna rental and other miscellaneous revenues. TRANSFERS FROM OTHER FUNDS -Transfers from other funds, usually the liquor fund. GENERAL FUND RESERVES - Fund Balance allocated for 2009 budget purposes. CITY OF SHOREWOOD GENERAL FUND SUMMARY OF ESTIMATED REVENUES 2009 DRAFT PROPOSED BUDGET July 21, 2008 Worksession Actual Actual Budget YTD June Requested Adopted $ REVENUES 2006 2007 2008 2008 2009 2009 Change Change Taxes General Property 4,023,948 4,224,497 4,056,917 1,602,300 4,056,917 0 0.00% Fiscal Disparities 117,591 108,244 0 0 0 0 0.00% Special Levy 0 555,078 0 635,670 80,592 14.52% Total Taxes 4,141,539 4,332,741 4,611,995 1,602,300 4,692,587 0 80,592 1.75% License/Permits Rental Housing 120 2,620 500 360 500 0 0.00% Tobacco 1,000 1,000 1,500 0 1,500 0 0.00% Alcoholic Beverages 8,200 14,743 8,200 8,510 8,200 0 0.00% Others-Business 0 2,739 1,000 1,264 1,000 0 0.00% Building Permits 365,510 231,436 200,000 113,367 200,000 0 0.00% Tree Trimming Licenses 510 570 450 90 450 0 0.00% Dog Licenses 4,104 3,288 3,500 2,321 3,500 0 0.00% Others-Misc. 2,964 75 1,000 25 1,000 0 0.00% Total License/Permits 382,408 256,471 216,150 125,937 216,150 0 0 0.00% Inter-governmental Revenues State Aids Mkt Value Credit Aid 174 32,995 0 0 0 0 0.00% PERA Aid 4,751 4,751 5,000 0 5,000 0 0.00% MSA Road Aid 0 58,155 60,000 29,060 60,000 0 0.00% Total State Aids 4,925 95,901 65,000 29,060 65,000 0 0 TotalInter-governmental 4,925 95,901 65,000 29,060 65,000 0 0 0.00% Charges For Service General Government 14,320 15,899 21,000 11,406 15,000 (6,000) -28.57% Engineering 0 0 5,000 0 0 (5,000) -100.00% Recreation 31,130 34,920 30,000 23,555 31,000 1.,000 3.33% Total Charges For Service 45,450 50,819 56,000 34,961 46,000 0 (10,000) -17.86% Fines & Forfeits 79,040 77,777 80,000 24,720 70,000 (10,000) -12.50% Misc. Revenues 195,090 286,684 150,000 102,372 150,000 0 0.00% Total Revenues Before Tsfrs 4,848,452 5,100,392 5,179,145 1,919,350 5,239,737 0 60,592 1.17% Transfers From General Fnd Rsvs 0 0 100,000 0 151,229 51,229 51.23`% From Other Funds 0 0 0 0 0 0 0.00% From Liquor Stores 50,000 40,000 40,000 0 0 (40,000) -100.00% Total Transfers 50,000 40,000 140,000 0 151,229 0 11,229 8.02`% Total Revenues & Transfers 4,898,452 5,140,392 5,319,145 1,919,350 5,390,966 0 71,821 1.35% Other Funding Sources 0 0 0 0 0 0 0 0.00`% Total Revenues $4,898,452 $5,140,392 $5,319,145 $1,919,350 $5,390,966 $0 71,821 1.35% CITY OF SHOREWOOD GENERAL FUND SUMMARY OF EXPENDITURES & TRANSFERS OUT 2009 DRAFT PROPOSED BUDGET July 21, 2008 Worksession Expenditures General Government Mayor and Council Administration General Government Elections Finance Professional Services Planning and Zoning Municipal Building - Capital Tsfr: Pub Facilities Total General Government Public Safety Police Fire Protection Protective Inspection Animal Control Total Public Safety Public Works City Engineer Public Works Services -Capital Tsfr: Equip/Strmwtr Streets and Roadways -Capital Tsfr: Street Imprvs. Snow and Ice Removal Traffic Cntrl/Street Lights Sanitation/Waste Removal Tree Maintenance Total Public Works Culture and Recreation Parks and Recreation -Cap Tsfr: Park Capital Imps. Total Culture and Recreation Total Expenditures & Transfers Actual Actual Adopted YTD June Requested Adopted $$ 2006 2007 2008 2008 2009 2009 Change Ch; 60,960 63,319 70,093 125,505 149,180 178, 621 195,099 243,848 242,183 30,018 2,894 37,642 159,336 174,495 190,581 164,864 196,880 217,000 194,305 184,854 206,390 207,400 206,645 226,314 50,000 110,000 110, 000 33,974 70,194 128,247 149,521 112,673 245,427 3,300 23,402 84,415 196,337 201,080 219,500 101,917 213,306 30,684 276,700 0 110,000 101 0.14% (29,100) -16.29% 3,244 1.34% (14,240) -37.83% 5,756 3.02% 2,500 1.15% 6,916 3.35% 50,386 22.26% 0 0.00% 1,187,487 1,332,115 1,478,824 1,036, 609 1,072,528 1,111,503 563,850 595,947 622,935 13 9, 580 128,142 128,134 21,845 21,390 25,060 696,289 1,504,387 640,901 1,211,908 317,781 603,945 66,042 133,934 0 25,060 0 25,563 1.92% 100,405 9.03% (18,990) -3.05% 5,800 4.53% 0 0.00% 1,761,884 1,818,007 1,887,632 1,024,725 1,974,847 0 87,215 4.62% 195,433 132,998 157,436 78,646 161,057 3,621 2.72% 363,218 405,010 393,088 195,068 410,495 17,407 4.30% 200,000 200,000 175,000 0 175,000 0 0.00% 164,708 171,221 183,272 86,860 190,945 7,673 4.48% 345,000 345,000 645,000 0 560,000 (85,000) -24.64% 27,330 69,189 85,566 32,339 91,512 5,946 8.59% 41,701 39,274 43,800 21,175 47,600 3,800 9.68% 6,003 4,458 5,641 3,526 5,545 (96) -2.15% 30,556 29,598 30,278 10,038 30,568 290 0.98% 1,373,949 1,396,748 1,719,081 427,652 1,672,722 0 (46,359) -3.32% 169,411 15,000 200,920 15,000 218,608 15,000 122,078 0 224,010 15,000 5,402 0 2.69% 0.00% 184,411 215,920 233,608 122,078 239,010 0 5,402 2.50`% 4,507,731 4,762,791 5,319,145 2,270,744 5,390,966 0 71,821 1.51% 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 an. 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 policies that pertain to the services provided to residents. The City Council also sits as the Shorewood Economic Development Authority (EDA). OBTECTIVES /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 Achal Adopted YTD June Requested Proposed Adopted ITEM 2006 2007 2008 2007 2009 2009 2009 Staffing 16,794 16,794 16,793 7,859 16,794 0 0 Supplies/Materials 1,127 1,402 1,200 1,260 1,400 0 0 Support Services 43,039 45,123 52,100 24,856 52,000 0 0 Charges, Fees & Other 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 60,960 63,319 70,093 33,974 70,194 0 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 valves 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 BUDGET ITEM DEPARTMENT: Administration Actual Actual 2006 2007 Adopted 2008 YTD June 2008 Requested 2009 Proposed 2009 DEPT 41300 Adopted 2009 Staffing 120,341 144,631 169,971 127,247 143,371 0 0 Supplies/Materials 148 0 400 7 200 0 0 Support Services 5,015 4,549 8,250 993 5,950 0 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 125,503 149,180 178,621 128,247 149,521 0 0 STAFFING: Full Time: Admistrator/Clk 1.00 1.00 1.00 1.00 1.00 1.00 1.00 Exec Sec/Dep Clk .20 .33 .25 .25 .25 .25 .25 FUND: 101 General DEPARTMENT MISSION: Provide staff support for 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. OBTECTIVES /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 from residents and contractors - Prepare orientation package for new council members, commission members and staff -Maintain updates to Employee Handbook and City Code 2006 - No. of Ordinances 14 - No. of Resolutions 106 - Newsletters Published 12 -Dog licenses issued 357 - Other licenses issued 60 - Council/4VS/EDA/Spec Agendas 54 HIGHLIGHTS/COMMENTS: 2007 2008 Est. 2009 Est. 10 10 10 92 100 100 12 12 12 362 360 360 60 60 60 55 55 55 Staffing: Deputy Clerk; Admire Asst-Parks; Admire 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 Council Work-session Video Taping Capita] Outlay: FUND: 101 BUDGET ITEM DEPARTMENT: General Government/City Clerk Actual Actual Adopted YTD June 2006 2007 2008 2008 Requested 2009 Proposed 2009 DEPT 41400 Adopted 2009 Staffing 136,706 192,411 180,938 90,770 187,507 0 0 Supplies/Materials 19,965 18,753 24,910 9,671 21,000 0 0 Support Services 29,454 32,116 35,835 11,512 36,920 0 0 Charges & Fees 0 0 0 0 0 0 0 Capital Outlay 8,974 568 500 720 0 0 0 Transfers 0 0 0 0 0 0 0 TOTAL 195,099 243,848 242,183 112,673 245,427 0 0 STAFFING Full time Exec Sec/Dep Clk .61 .75 .55 .55 .55 Parks Secretary .60 .58 .65 .65 .65 Secretary/Receptionist .55 .78 .60 .60 .60 Accounting Clerk I - - - - - Part time: Communications Tech. 0.57 0.57 0.57 0.57 0.57 Website Maint. 0.20 0.20 0.20 0.20 0.20 Temporary Receptionist FUND: 101 General DEPARTMENT: Elections DEPT NO: 41410 DEPARTMENT MISSION: Responsible for Election functions. 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, envelopes) Capital Outlay: FUND: 101 BUDGET ITEM DEPARTMENT: Elections Actual Actual 2006 2007 Adopted 2008 YTD June 2008 Requested 2009 Proposed 2009 DEPT 41410 Adopted 2009 Staffing 24,348 322 31,117 867 21,072 0 0 Supplies/Materials 1,688 2,540 3,025 1,620 2,300 0 0 Support Services 2,051 31 2,200 93 30 0 0 Charges & Fees 0 0 0 0 0 0 0 Capital Outlay 1,931 0 1,300 720 0 0 0 Transfers 0 0 0 0 0 0 0 TOTAL 30,018 2,893 37,642 3,300 23,402 0 0 STAFFING: Full time: Exec Sec/Dep Clk 0.18 0.10 0.20 0.00 Part time: Election Judges 35 0 75 0 FUND: 101 General DEPARTMENT MISSION: To administer financial policies of the City; perform DEPARTMENT: Finance accounting functions for all fund types; invest available funds in accordance with State Statutes; DEPT NO: 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. OBJECTIVES /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: Computer 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 Bank & Broker service charges Capital Outlay: FUND: 101 DEPARTMENT: Finance DEPT 41500 BUDGET ITEM Actual 2006 Actual 2007 Adopted 2008 YTD June 2008 Requested 2009 Proposed 2009 Adopted 2009 Staffing 144,311 139,037 168,881 77,115 177,637 0 0 Supplies/Materials 5,018 5,338 7,500 5,156 8,200 0 0 Support Services 9,368 3,083 12,700 2,143 8,500 0 0 Charges & Fees 0 0 0 0 0 0 0 Capital Outlay 639 27,040 1,500 0 2,000 0 0 Transfers 0 0 0 0 0 0 0 TOTAL 159,336 174,498 190,581 84,414 196,337 0 0 STAFFING: Finance Dir. 1.00 1.00 1.00 1.00 1.00 Sr Acctg Clerk .62 .85 .75 .75 .75 Acctg. Clerk .5 .5 .0 .0 .0 FUND: 101 General DEPARTMENT: Professional Services DEPT NO: 41600 DEPARTMENT MISSION: Provide contracted professional services including general legal, prosecution, financial audit and property assessment. DESCRIPTION OF ACTIVITY: This department provides for contracted legal, assessing and auditing services for the City. Legal services include general counsel to the City Council, litigation and prosecution of criminal misdemeanors. Assessing services provide property valuation information for tax purposes. Audit services provide for the annual financial audit required by Minnesota State Statutes. OBTECTIVES /ESTIMATED SERVICE INDICATORS - Contain costs on contracted professional services - No. of taxable parcels - No. of Litigations HIGHLIGHTS/COMMENTS: Suppiies/Materials: Support Services: 2008 - 3,036 2008 - 2 - 5 Includes general legal fees and prosecutions, mediation services, assessing contract, annual audit services. Charges and Fees: FUND: 101 BUDGET ITEM DEPARTMENT: Professional Services Actual Actual Adopted 2006 2007 2008 YTD June 2008 Requested 2009 Proposed 2009 DEPT 41600 Adopted 2009 Staffing 0 0 0 0 0 0 0 Supplies/Materials 0 0 0 0 0 0 0 Support Services 164,867 196,880 217,000 201,080 219,500 0 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 164,867 196,880 217,000 201,080 219,500 0 0 STAFFING: 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 Conun. 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 Outlay: Digital Camera; PDA/Phone; Plan Asst Chair FUND: 101 DEPARTMENT: Planning & Zoning DEPT 41910 BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted ITEM 2006 2007 2008 2008 2009 2009 2009 Staffing 180,556 169,864 190,830 94,356 199,601 0 0 Supplies/Materials 789 1,659 210 452 705 0 0 Support Services 10,125 13,330 12,900 4,788 11,950 0 0 Charges & Fees 0 0 0 0 0 0 0 Capital Outlay 2,834 0 2,450 2,320 1,050 0 0 Transfers 0 0 0 0 0 0 0 TOTAL 194,305 184,853 206,390 101,917 213,306 0 0 STAFFING: Frill time: Planning Dir Planning Asst Part Time: Clerical .97 .95 .97 .97 .97 1.00 1.00 1.00 1.00 1.00 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 for the City's general DEPT NO: 41940 liability, property, auto and workers' comp insurance. DESCRIPTION OF ACTIVITY: The Municipal Building department provides for maintenance of all equipment located in the City Hall, and for janitorial services to furnish a clean environment in which to conduct City business. General Liability, Property and Casualty insurance coverages are also provided under this department. OBTECTIVES /ESTIMATED SERVICE INDICATORS - Identity 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 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 Residential maintenance costs $5,000 Charges & Fees: Capital Outlay: Debt Service on Internal Loan to Sewer Fund for purchase of 5795 Country Club Rd. Debt Service on City Hall Renovation Project (Special Levy) Transfers: Public Facilities Fund FUND: 101 BUDGET ITEM DEPARTMENT: Municipal Building -City Hall Actual Actual Adopted 2006 2007 2008 YTD June 2008 Requested 2009 Proposed 2009 DEPT 41940 Adopted 2009 Staffing 0 0 0 0 0 0 0 Supplies/Materials 22,390 34,518 76,314 17,733 26,300 0 0 Support Services 130,974 100,227 149,000 12,951 139,500 0 0 Charges & Fees 0 0 0 0 0 0 0 Capital Outlay 54,036 71,899 1,000 0 110,900 0 0 Transfers 50,000 110,000 110,000 0 110,000 0 0 TOTAL 257,400 316,644 336,314 30,684 386,700 0 0 STAFFING: FUND: 101 General DEPARTMENT MISSION: To provide a modern, tlexible, full-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 2009 payment is estimated at $240,000. OBTECTIVES /ESTIMATED SERVICE INDICATORS 2007 2008 - Initial complaint reports 6,600 - Part I (serious) & Part II (other) crim 1,250 - Citations issued 4,600 - Police vehicles 9 - Shorewood ICR's 2,300 HIGHLIGHTS/COMMENTS: Supplies/Materials: Support Services: Pending Police services contract for 2009 Prisoner expense, court officer expense, & booking fees Annual Police Reserve Dinner FUND: 101 DEPARTMENT: Police DEPT 42100 BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted ITEM 2006 2007 2008 2008 2009 2009 2009 Staffing 0 0 0 0 0 0 0 Supplies/Materials 184 59 0 0 0 0 0 Support Services 781,829 822,962 867,500 518,899 971,908 0 0 Charges & Fees 0 0 0 0 0 0 0 Capital Outlay 254,596 249,508 244,003 122,002 240,000 0 0 Transfers 0 0 0 0 0 0 0 TOTAL 1,036,609 1,072,529 1,111,503 640,901 1,211,908 0 0 STAFFING: Chief 1.00 1.00 1.00 1.00 Pending Deputy Chief 1.00 1.00 1.00 1.00 Sergeant 3.00 3.00 3.00 3.00 Investigator * 2.00 2.00 3.00 3.00 Patrol Officer 7.00 7.00 7.00 7.00 Office Administrator 1.20 1.20 1.20 1.20 Office Specialist (part time) ** 1.00 1.00 2.00 2.00 Community Service Officer 1.00 1.00 1.00 1.00 * 1 juvenile Specialist FUND: 101 General DEPARTMENT: Fire Protection DEPT NO: 42200 DEPARTMENT MISSION: Provide the highest possible quality of fire suppression, prevention and eduction services, and First Responder emergency medical services. DESCRIPTION OF ACTIVITY: Fire services are contracted by the City through the Excelsior Fire District and the City of Mound. This deparhnent 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. OBJECTIVES /ESTIMATED SERVICE INDICATORS - EFD Fire & Rescue Calls 2007 - Pending - Mound Fire & Rescue Calls 2007 - Pending HIGHLIGHTS/COMMENTS: Support Services: Fire contracts with Mound and Excelsior Fire District FUND: 101 DEPARTMENT: Fire Protection DEPT 42200 BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted ITEM 2006 2007 2008 2008 2009 2009 2009 Staffing 0 0 0 0 0 0 0 Supplies/Materials 0 0 0 0 0 0 0 Support Services 314,647 291,368 311,860 166,020 318,175 0 0 Charges & Fees 0 0 0 0 0 0 0 Capital Outlay 249,203 304,579 311,075 151,762 285,770 0 0 Transfers 0 0 0 0 0 0 0 TOTAL 563,850 595,947 622,935 317,781 603,945 0 0 EFD STAFFING: Chief (F/T) 1.00 1.00 1.00 1.00 Pending Asst. Chief 1.00 1.00 1.00 1.00 Dist. Chief 2.00 2.00 3.00 3.00 Captain 3.00 3.00 4.00 4.00 Coordinators 0.00 0.00 8.00 8.00 Fire Marshal (F/T) 0.00 0.00 0.00 0.00 Fire Inspector (P/T) 1.25 1.25 1.25 1.25 Training Officer 1.00 1.00 0.00 0.00 Firefighters 41.00 41.00 34.00 34.00 Admin Support (P/T) .25 .25 .5 .25 FUND: 101 General DEPARTMENT MISSION: Enforce construction safety and related building DEPARTMENT: Protective Inspection codes through plan review and inspections. 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 traits and zoning violations. OBJECTIVES /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 Additions/Other - Avg inspections/permit New Homes Additions/Other 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: FUND: 101 DEPARTMENT: Protective Inspection DEPT 42400 BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted ITEM 2006 2007 2008 2008 2009 2009 2009 Staffing 124,767 118,166. 116,634 62,636 122,484 0 0 Supplies/Materials 38 291 400 37 400 0 0 Support Services 14,689 9,685 11,100 3,369 10,700 0 0 Charges & Fees 0 0 0 0 0 0 0 Capital Outlay 87 0 0 0 350 0 0 Transfers 0 0 0 0 0 0 0 TOTAL 139,580 128,142 128,134 66,042 133,934 0 0 STAFFING: Full time: Building Official 1.00 1.00 1.00 1.00 1.00 Planning Dir .03 .03 .03 .03 .03 Planning Asst .20 .20 .20 .20 .20 Secretary/Recept .10 .10 .10 .10 .10 Parks Secretary .05 .05 .05 .05 .05 FUND: 101 General DEPARTMEI\iT: Animal Control DEPT NO: 42700 DEPARTMENT MISSION: Enforce animal control ordinances. 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 South Lake Mim~etonka Police Department and City of Mound Charges & Fees: Capital Outlay: FUND: 101 DEPARTMENT: Animal Control DEPT 42700 BUDGET ITEM Actual 2006 Actual 2007 Adopted 2008 YTD June 2008 Requested 2009 Proposed 2009 Adopted 2009 Staffing 0 0 0 0 0 0 0 Supplies/Materials 0 0 0 0 0 0 0 Support Services 21,845 21,390 25,060 0 25,060 0 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 21,845 21,390 25,060 0 25,060 0 0 STAFFING: Full time: 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. OBTECTIVES /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 projec 1,248 - Engineer Hours on private dev 600 HIGHLIGHTS/COMMENTS: Staffing: .95 City Engineer .25 F/T Engineer Technician .02 Dir of Pub Wks .10 F/T Clerical Sttpplies/Ma terials: 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, ArcView); Computer (Engineering Tech) FUND: 101 DEPARTMENT: City Engineer DEPT 43010 BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted ITEM 2006 2007 2008 2008 2009 2009 2009 Staffing 111,465 119,803 122,126 61,260 132,594 0 0 Supplies/Materials 579 1,485 875 432 900 0 0 Support Services 83,389 9,184 16,435 2,219 18,653 0 0 Charges & Fees 0 0 0 0 0 0 0 Capital Outlay 0 2,526 18,000 14,735 8,910 0 0 Transfers 0 0 0 0 0 0 0 TOTAL 195,433 132,998 157,436 78,646 161,057 0 0 STAFFING: Full time: City Engineer 0.00 0.92 0.95 0.95 Eng Technician 0.71 0.32 0.25 0.25 Clerical 0.10 0.01 0.10 0.10 Dir of Pub Wks 0.50 0.25 0.02 0.02 Part time Clerical 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 City 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: Replacement Radios; computers, tiro machine Transfers: Transfer to Equipment Replacement Fund (2008 - $175,000; 2009 -Pending) FUND: 101 DEPARTMENT: Public Works Service DEPT 43050 BUDGET Actual Achial Adopted YTD June Requested Proposed Adopted ITEM 2006 2007 2008 2008 2009 2009 2009 Staffing 266,420 292,023 276,798 134,900 290,805 0 0 Supplies/Materials 53,501 70,206 65,050 36,217 70,800 0 0 Support Services 35,829 42,142 43,640 23,952 45,940 0 0 Charges & Fees 0 0 0 0 0 0 0 Capital Outlay 7,468 639 7,600 0 2,950 0 0 Transfers 200,000 200,000 175,000 0 175,000 0 0 TOTAL 563,218 605,010 568,088 195,069 585,495 0 0 STAFFING: Full tune: Pub Wks Dir 0.49 0.75 0.50 0.50 Lt Equip Oper 1.93 1.50 1.95 1.95 Clerical .08 .05 .05 .05 Utility Maint. Operators .77 .67 .67 .67 Utility Lead .44 .25 .50 .50 FUND: 101 General DEPARTMENT MISSION: DEPARTMENT: Streets & Roadways To maintain and upgrade City streets, parking areas and storm water control systems in an efficient and DEPT NO: 43100 economical manner DESCRIPTION OF ACTIVITY: hlchides ongoing maintenance consisting of street patching, street sweeping, roadside mowing, painting of lane markings, and minor storm sewer repair. OBTECTIVES /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 2007 2008 State 3 3 County 2 2 City - MSA s 9 City -Local 50 50 -Miles Sealcoated 4.3 5 - Tons of patch material 1215 1,400 HIGHLIGHTS/COMMENTS: Staffing: 1.15 LEO 0.2 Util. Lead Supplies/Materials: Rock, gravel & bituminous for street & road repair Support Services: Safety training Contracted road striping Transfers: Transfer to Local Street Reconstruction Fund $645,000 (2008) FUND: 101 BUDGET ITEM DEPARTMENT: Streets & Roadways Actual Actual Adopted 2006 2007 2008 YTD June 2008 Requested 2009 Proposed 2009 DEPT 43100 Adopted 2009 Staffing 87,376 87,344 89,272 53,244 93,895 0 0 Supplies/Materials 65,953 66,260 62,000 27,306 73,000 0 0 Support Services 11,379 17,617 32,000 6,309 23,500 0 0 Charges & Fees 0 0 0 0 0 0 0 Capital Outlay 0 0 0 0 550 0 0 Transfers 345,000 345,000 645,000 0 645,000 0 0 TOTAL 509,708 516,221 828,272 86,860 835,945 0 0 STAFFING: Full time: Lt Equip Operators 1.03 1.00 1.15 1.15 1.15 Util. Lead .25 .03 .2 .2 .2 FUND: 101 General DEPARTMENT: Snow & Ice Removal DEPT NO: 43125 DEPARTMENT MISSION: 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 asalt/sand mixture is used as a measure of ice control, and is performed as needed. OBTECTIVES /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 - Tons of salt used - Tons of sand used HIGHLIGHTS/COMMENTS: Staffing: .4 LEO .05 Util Maint .05 Util Lead 2007 2008 50 250 1,200 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 2006 2007 2008 2008 2009 2009 2009 Staffing 14,468 33,960 39,166 22,370 41,172 0 0 Supplies/Materials 12,862 35,229 44,500 9,969 50,340 0 0 Support Services 0 0 0 0 0 0 0 Charges & Fees 0 0 0 0 0 0 0 Capital Outlay 0 0 1,900 0 0 0 0 Transfers 0 0 0 0 0 0 0 TOTAL 27,330 69,189 85,566 32,339 91,512 0 0 STAFFING Full time: Lt Equip Oper (LEO) .14 .42 .40 .40 Util Maint .04 .09 .05 .05 Util Lead .04 .10 .05 .05 FUND: 101 General DEPARTMENT: Traffic Control/St Lights DEPT NO: 43160 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 DESCRIPTION OF ACTIVITY: Inchides 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/Nlaterials: 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: FUND: 101 BUDGET ITEM DEPARTMENT: Traffic Control/Street Lighting Actual Actual Adopted YTD June 2006 2007 2008 2008 Requested 2009 Proposed 2009 DEPT 43160 Adopted 2009 Staffing 0 355 0 0 0 0 0 Supplies/Materials 1,415 4,067 1,500 2,236 4,000 0 0 Support Services 40,286 34,852 42,300 18,939 43,600 0 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 41,701 39,274 43,800 21,175 47,600 0 0 STAFFING: FUND: 101 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 2007 - No of weed complaints 9 - No of notices served 9 - 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 2008 FUND: 101 DEPARTMENT: Sanitation/Waste Removal/Weeds DEPT 43200 BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted ITEM 2006 2007 2008 2008 2009 2009 2009 Staffing 608 2,667 641 64 645 0 0 Supplies/Materials 0 0 500 0 500 0 0 Support Services 5,395 1,791 4,500 3,462 4,400 0 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 6,003 4,458 5,641 3,526 5,545 0 0 STAFFING: FUND: 101 General DEPARTMENT: Tree Maintenance DEPT NO: 43250 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 DESCRIPTION OF ACTIVITY: This departrnent 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. OBJECTIVES /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 -Yards of brush hauled HIGHLIGHTS/COMMENTS: Staffing: .25 LEO Supplies/Materials: Small Tools -Replacement Chain Saw Paint for tree marking Safety chaps and equipment 2007 2008 37 320 Support Services: Contracted tree and brush removal Tree inspection certification FUND: 101 DEPARTMENT: Tree Maintenance DEPT 43250 BUDGET Actual Actual Adopted YTD June Requested Proposed Adopted ITEM 2006 2007 2008 2008 2009 2009 2009 Staffing 22,122 17,801 16,128 6,815 16,968 0 0 Supplies/Materials 1,323 502 3,150 112 2,600 0 0 Support Services 7,110 11,295 11,000 3,112 11,000 0 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 30,555 29,598 30,278 10,038 30,568 0 0 STAFFING: Lt Equip Operator (LEO) .27 .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 opporhmities 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, balifields, 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 maim park Cost of maim per acre No. of ballfields Softball Baseball No. of Tennis Courts No. of hockey rinks No. of skating rinks No. of times rinks are cleaned, No, of shelters No. of picnic tables Miles of Trails HIGHLIGHTS/COMMENTS: 2007 2008 99.70 1600 3 5 4 2 3 58 4 47 3.50 Staffing: Part time includes Park Commission Secretarial Seasonal includes Stunmer 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 h1 The Parks' ($2,500), Friends of Center ($8,800); Friends Fund-raising Match ($12,500); Buckthorn Removal Prog ($1,600); Portable toilets ($9,000). Charges & Fees: Capital Outlay: Transfers: Transfer to Park Capital Improvement Fund (2008 - $15,000; 2009 - $15,000) FUND: 101 BUDGET ITEM DEPARTMENT: Parks & Recreation Actual Actual 2006 2007 Adopted 2008 YTD June 2008 Requested 2009 Proposed 2009 DEPT 45200 Adopted 2009 Staffing 112,753 126,592 131,408 69,286 137,710 0 0 Supplies/Materials 6,861 8,836 12,400 8,531 12,300 0 0 Support Services 49,797 55,491 74,800 44,262 74,000 0 0 Charges & Fees 0 0 0 0 0 0 0 Capital Outlay 0 10,000 0 0 0 0 0 Transfers 15,000 15,000 15,000 0 15,000 0 0 TOTAL 184,411 215,919 233,608 122,078 239,010 0 0 STAFFING Full time Dir of Public Wks .07 -- .03 .03 .03 Lt Equip Oper 1.51 1.50 1.25 1.25 1.25 Clerical .30 .33 .35 .35 .35 Part time: Clerical -- -- -- -- -- Seasonal: Summer 1.00 1.00 1.00 1.00 1.00 Winter (rinks) 10.00 10.00 10.00 10.00 10.00 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: Mayor and City Council FROM: Larry Brown, Acting City Administrator & Director of Public Works / DATE: July 18, 2008 RE: Update on the Southshore Community Center The Funding Committee, made up of representatives of member for the Southshore Center, met on June 24th, 2008, to review proposals that had been received, in response to an Request for Proposals (RFP) for interest in leasing the space of the Southshore Center. Attachments 1 and 2 are the initial responses that have been received. for the City Council's reference. The first proposal is from Senior Community Services (SCS). This proposal includes the many services that are currently being provided at the Center. The proposal provided, offers zero rent. However, the proposal states that they will continue to offer programming for the seniors and other areas, while providing building management services. SCS will manage rentals and programming and retain the revenue from such. It goes on to state that the Friends of the Southshore Center will be asked to raise $15,000 annually, towards the senior program. The second proposal received was from Sojourn Adult Day Services. This proposal outlines a program for adult day care, currently being provided by Presbyterian Homes. As outlined, the program would operate from 8:00 a.m. to 4:00 p.m. at the center. Sojourn's staff will provide community outreach, adult education, Registered Nursing Services, social services consultation, support groups and more. Sojourn has proposed a rent of $2,000 per month. During consideration of this, it was discussed that these proposals may be mutually exclusive. In particular, from what is known of Sojourn, this would be a "locked facility" as security and safety of the residents is of utmost importance. Details as to the exact requirements are being sought out. In response to the proposal received, members of the Funding Committee were going to go back and solicit more details, and to determine if SCS would consider a revised proposal. Staff has been notified, as of the date of this memorandum, that a revised proposal is being forwarded to the Committee today. Thus, staff will provide updates to the City Council, as this makes progress. 0a ~®a~ PRINTED ON RECYCLED PAPER - ,f t Senior Community Services -Southshore Center Proposal BACKGROUND Prior to construction of the Southshore Center Senior Community Services (SCS) provided programs serving the area's growing elderly population at other locations for many years. Working with the cities of Shorewood, Deephaven, Tonka Bay, Excelsior and Greenwood SCS facilitated formation of the Friends of Southshore and the construction of the Center in 1997 intended as a permanent l~orne for the area's services for elders. SCS, through its on-site Center Director, has provided. daily programrning~~and~ "'~ the Friends of Southshore have paid for the building operating expenses. The recent loss of Metropolitan Council transportation contracts has eliminated SCS' ability to continue to heavily subsidize the cost of the Center Programming and an agreement with the Friends of Southshore and the cities for sufficient ongoing support was negotiated for 2008. 1. Nature of Occupancy SCS will continue to organize, schedule, and promote activities, classes, events, dinners, seminars and other events at the Center to serve the area senior popui~ation. SCS will broaden the services at the Center to include programs of interest for all age groups by collaborating with Minnetonka Community Education. While continuing a main focus on the intent for which the building was designed and built. 2. Collaboration with seniors SCS will continue to work directly with the senior population, the rental agent, Minnetonka Community Education, the Southshore Advisory committee and Friends of Southshore to serve the day to day needs of the area seniors. SCS will develop a cohesive and congenial atmosphere so all generations will be served. ATTACHMENT 1 3. Provision of service SCS will continue to bring enhanced services to the residents of the area as funding allows. These services currently includes local van transportation service (currently available 1 day a week, and a volunteer driver program taking seniors to medical appointments); Health Insurance Counseling (for elders dropped by their insurance company or needing assistance with claims or forms); Senior Outreach (licensed social workers make home visits to assist frail elders fmd services and offer coaching and education to their family caregivers); travel programs for seniors (travel to local, national an:d i~:ternational~destn:ations are' offerred)": SCS will ~~~~ ~~ continue to work with Minnetonka Community Education to promote activities and classes for the larger Minnetonka community. 4. Rent SCS will pay no monthly rent for the facility, but rather will provide programming for area elders and others while providing building management services. SCS will manage rentals along with programming and retain income from both. The Friends of Southshore will be asked to continue to fund raise $15,000 annually towards the senior program. ` ~~ 5. Days and Hours of operation Center Programming will be offered Monday through Friday with evening and weekend activities as requested and scheduling permits. The current rental coordinator will be employed by SCS making coordination between community use and rentals seamless. 6. Term Calendar year 2009 with option to renew. 7. Space utilization plan Programs for seniors, the community and rentals will be coordinated by SCS' Center Director and will utilize all rooms in the Center including storage areas, offices, meeting rooms kitchen, storage shed, and parking lot. 8. In Kind services SCS will staff the center program with a 3/5 time Center Program Director and a part time assistant providing coverage five days a week and weekends as necessary. SCS will also provide office supplies, liability insurari.ce for staff`~nd~°volunt~'ers; printirrg~ arid" postage for a newsletter, and conferences/training for staff and volunteers. Much of the work will be done with the assistance of volunteers (as it is currently done). SCS would continue to raise funds and expand the time of the Director as funding is available. Also included would be the services to local area seniors and their families as listed in response to number three. Senior Community Services - Southshore Center Proposal Title Page Organization: ~ ~ Senior Community Services Addrress: 10709 Wayzata Blvd., Ste 111 Minxa.etonka, MN 55305 Contact: Benjamin F. Withh.art, Executive Director Phone: (952) 541-1019 e-Mai1: b.withhart(a~seniorcommunit~org Date: June 1'2; 2008~~ L~ I S jou~n ..~'~ult ~a~ Services 44975`iorelne Drive Syrin8 Park .~In 55384 ~ Le r~ u es t for Pr 'oho. sa l Nature of Occupancy: Sojourn Adult Day Services is currently seeking an opportunity to bring its successful programs to the larger community by relocating the adult day center from Presbyterian Homes on Lake Minnetonka to the South Shore Center, Shorewood. Sojourn would be able to add new life to your long established commitment to seniors as well as support the Centers expanding vision of offering creative opportunities for people of all ages. 2. Collaboration with Seniors: Sojourn Adult Day Services has been serving Lake Minnetonka families and elders since its establishment in 1984. Founded by Community Health Nurse, Sally Grathwol Hebson, Sojourn has earned a reputation fox providing exemplary care in the adult day center for 25 years and for the past 6 years in assisted living homes. Provision of Services: The South Shore Centex will become the home of a nationally recognized adult day program which will enhance its already excellent reputation. Sojourn's professional staff will provide community outreach, adult education, Registered Nursing services, social service consultation, professionally led support groups, horticultural therapy, music therapy and intergenerational programming. Sojourn will offer visual and performing arts and music programs to enhance the excellent programs already available at the South Shore Center. 4. Rent: Sojourn is prepared to reimburse the South Shore Center $2000.00 per month in rent. 5. Days and hours of operation: The day program would operate Monday through Friday B:OOam to 4:00 pm. 6. Term: Sojourn would like a 5 year lease with an option for an additional 5 years. ATTACHMENT 2 ti: ' S journ .~~'ul Day Services ~97Sh'orelne Drive S~rinB Park /'Lln 55384 ~e~uest~ob .sad' 7. Space utilization plan: Sojourn would require approximately 2400 square feet of space for its daily activity program.. Storage space would be limited to existing under the counter areas in the program rooms. Much of Sojourn's storage needs would be accommodated off site. Parking space would be for approximately 6-8 vehicles for staff and volunteers. • In kind Services: Sojourn would be prepared to provide the following "in kind" contributions to the center: o Provide areceptionist/greeter Monday through Friday from 8:00 AM to 4:00 PM to answer the telephones, greet visitors and route any inquiries or questions to the appropriate persons. o Coordinate schedules of activities and calendars for space use throughout the center, ie, woodworking Tuesday, 9-11 in room Y and yoga, Tuesday, 9-10 in room X. o Assume the role of property manager and handle day to day concerns and problems that come up and route those to the appropriate city representative or support business. o Establish and oversee a noon meal program to be open to the public Monday thraugh Friday.