2009 Budget2009 Annual Budget
City of Chanhassen, MN
Adopted December 8, 2008
Thomas A. Furlong, Mayor
Council Members
Bryan Litsey
Bethany Tjornhom
Jerry McDonald
Vicki Ernst
Todd Gerhardt, City Manager
Greg Sticha, Finance Director
CITY OF CHANHASSEN
2009 BUDGET
Table of Contents
Authorizing Resolution..................................................................................... 1
Tax Levy Chart ........ ............. ......................... ......... ........ .... ....... .... ..... .............2
General Fund Expenditures.............................................................................3
General Fund
Revenues..................................................................................
4
General Government
Legislative............................................................................................ .6
Administration...................................................................................... .8
Finance............................................................................................... 1 0
Legal................................................................................................... 12
Property Assessment..........................................................................
14
Management Information Services (MIS) ................. ...........................16
City Hall............................................................................................... 18
Elections ............................................................................................. 20
Library............... ."................................................................................ .22
Public Safety
Police Administration......................................................................... ..24
Fire Prevention and
Administration................................................... ..
26
Code Enforcement ............................................................................. .28
Community Service............................................................................ .30
Public Works
Engineering......................................................................................... 32
Street Maintenance............................................................................ .34
Street Lighting................................................................................... ..36
City Garage......................................................................................... 38
Community Development
Planning Commission........................................................................ .40
Planning Administration......................................................................42
Senior Facility Commission.................................................................
44
Parks & Recreation
Parks & Recreation Commission....................... ............ .............. ........46
Parks & Recreation Administration................. ... .......... ...................... ..48
Recreation Center............................................................................... 50
Lake Ann Park
Operations..................................................................
52
Park Maintenance ...... ......................... .............. .......... ..... ....... ........... .54
Senior Citizens
Center...................... ................................................. .
56
Recreation Programs......................................................................... .58
Self-Supporting Programs................................................................... 60
CITY OF CHANHASSEN
2009 BUDGET
Table of Contents (Continued)
Special Revenue Funds.... .......... .... .............. ............. .......... ........ ............. .....63
100/0 Fund............................................................................................ 64
Cable TV
Fund................................................................................... .
66
Enterprise Funds..................................................................................... ......69
Water Utility Fund..................... ............... .... ........................................ 70
Sewer Utility Fund............................................................................... 74
Surface Water Management Fund......................................................
78
Appendix
Public Expenditure Policy............................................................................. .87
Purchasing Policy.......................................................................................... 91
CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, MINNESOTA
DATE:December 8. 2008 RESOLUTION NO:2008-69
MOTION BY:McDonald SECONDED BY:Tiornhom
A RESOLUTION ADOPTING THE 2009 BUDGET AND
ESTABLISHING TAX LEVIES FOR 2008, COLLECTIBLE IN 2009
WHEREAS, the City Council has examined the budgetary and tax levy needs for
Chanhassen for the calendar year 2009 through detailed public budget meetings; and
WHEREAS, the Truth in Taxation meeting was held to receive public input into the budget
and tax levy for 2009;
NOW, THEREFORE, BE IT RESOLVED by the City Council ofthe City of Chanhassen
that the 2009 Budget for the City of Chanhassen is adopted with revenue and expenditure amounts
for the General Fund of $9,859,100, Special Revenue Funds of $17,500, and $95,700 respectively
which are detailed in the 2009 Budget which is made part of this motion by reference; and
BE IT FURTHER RESOLVED that the City Council of the City of Chanhassen adopts a
tax levy of $824,000 for the purpose of equipment upgrades and purchases for 2009; and
BE IT FURTHER RESOLVED that the City Coun~il of the City of Chanhassen
determines that certain bonded indebtedness levies are hereby adopted to meet statutory
requirements and bond covenants and that the County Auditor is hereby authorized to spread the
adopted bonded debt levies as shown on the attached Tax Levy Certification document; and
BE IT FURTHER RESOLVED that the City of Chanhassen authorizes the County
Auditor to levy the amounts shown on the attached Tax Levy Certification document upon taxable
property in the City of Chanhassen in 2008 for collection in 2009, as set forth in the attached Tax
Levy Certification document.
Passed and adopted by the Chanhassen City Council this 8th day of December, 2008.
JJA At
YES NO ABSENT
Furlong
Litsey
McDonald
Tjornhom
Ernst None
1
CITY OF CHANHASSEN (DECEMBER)
TAX LEVY
2009 Budget
General Fund
Capital Replacement Fund (for equipment)
Pavement Mgmt Fund (Sealcoating)
GeneralObligation.Debt
General Obligation Debt (212 Bonds)
Local Street Improvements
Debt of Other Agencies (EDA)
TOTAL TAX CAPACITY BASED TAX LEVIES
2008 2009 Percent
Levy Levy Increase
6,833,900 $7,173,500 4.97%
824,000 824,000 0.00%
267,875 267,875 0.00%
484,873 297,900 -38.56%
285,000 285,000 0.00%
100,000 0 0.00%
122,703 122,603 -0.08%
8,918,351 8,970,878 0.59%
TAX CAPACITY BASED TAX LEVY
MARKET VALUE TAX LEVY
Park Referendum
Library Referendum
TOTAL MARKET VALUE TAX LEVY
695,900
490,700
1,186,600
269,986)
972,700
491 ,300
1,464,000
360,313)
39.78%
0.12%
23.38%
Use of cash reserves to buy down debt & street levy
TOTAL TAX LEVY 9,834,965 10,074,565
239,600
2.44%
Dollar Increase
2
GENERAL GOVERNMENT
1110 Legislative
1120 Administration
1130 Finance
1140 Legal
1150 Assessing
1160 MIS
1170 City Hall
1180 Elections
1190 Library Building
TOTAL
LAW ENFORCEMENT
1210 Law Enforcement
1220 Fire
1250 Building Inspection
1260 CSO
TOTAL
PUBLIC WORKS
1310 Engineering
1320 Street Maintenance
1350 Street Lighting
1370 Vehicle Maintenance
TOTAL
COMMUNITY DEVELOPMENT
1410 Planning Commission
1420 Planning Administration
1430 Senior Commission
TOTAL
PARKS & RECREATION
1510 Park & Rec. Commission
1520 Park Administration
1530 Recreation Center
1540 Lake Ann
1550 Park Maintenance
1560 Senior Center
1600 Recreation Programs
1700 Self-Supporting Programs
TOTAL
Total Operational Expenditures
Transfer for Roads
TOTAL GENERAL FUND
CITY OF CHANHASSEN
2009 BUDGET
Expenditures
Personal Materials & Contractual Capital 2009 2008 %
Services Supplies Services Outlay Total Total Change
34,200 200 88,500 - 122,900 134,900 -8.90%
396,600 500 65,000 - 462,100 434,900 6.25%
225,500 200 64,700 200 290,600 302,600 -3.97%
168,000 - 168,000 168,000 0.00%
110,000 - 110,000 101,600 8.27%
171,700 2,400 125,100 - 299,200 285,300 4.87%
70,500 48,300 301,300 - 420,100 392,800 6.95%
21,500 - 6,400 - 27,900 27,900 0.00%
3,000 134,200 - 137,200 110,200 24.50%
920,000 54,600 1,063,200 200 2,038,000 1,958,200 4.08%
78,200 - 1,546,900 - 1,625,100 1,502,100 8.19%
512,100 47,100 116,000 - 675,200 673,600 0.24%
681,100 6,100 33,900 - 721,100 690,900 4.37%
56,000 5,000 13,700 - 74,700 73,000 2.33%
1 ,327,400 58,200 1,710,500 - 3,096,100 2,939,600 5.32%
530,100 1,300 31,800 300 563,500 537,600 4.82%
633,800 131,600 34,400 1,300 801,100 767,500 4.38%
5,000 323,400 - 328,400 319,900 2.66%
255,100 220,400 53,000 6,000 534,500 444,600 20.22%
1,419,000 358,300 442,600 7,600 2,22/,500 2,069,600 7.63%
200 4,000 - 4,200 4,200 0.00%
388,700 700 14,100 - 403,500 382,600 5.46%
22,100 - 15,700 - 37,800 35,300 7.08%
410,800 900 33,800 - 445,500 422,100 5.54%
200 2,000 - 2,200 2,200 0.00%
124,000 1,000 10,600 - 135,600 129,100 5.03%
227,100 11,500 77 ,000 - 315,600 301,200 4.78%
13,400 9,500 57,400 - 80,300 74,300 8.08%
701,100 81,300 94,500 4,000 880,900 834,800 5.52%
44,200 4,500 20,600 - 69,300 60,700 14.17%
177,600 19,100 93,800 - 290,500 276,400 5.10%
28,600 7,700 49,300 - 85,600 100,100 -14.49%
1,316,000 134,800 405,200 4,000 1,860,000 1,778,800 4.56%
5,393,200 606,800 3,655,300 11,800 9,667,100 9,168,300 5.44%
192,000 150,000
9,859,100 9,318,300 5.80%
3
CITY OF CHANHASSEN
2009 BUDGET
REVENUE
101 General Fund
2007 2008 2008 2009 Inc Over
ACCOUNT DESCRIPTION ACTUAL BUDGET PROJECTED BUDGET PY Budget
GENERAL PROPERTY TAX
3010 Current Property Tax 6,284,318 6,833,900 6,833,900 7,173,500 5.0%
3002 Allowance for Delinquent Taxes (320,000) (270,000) (270,000)
3011 Delinquent Property Tax 101,113 50,000 100,000 100,000
3041 MVHC 162,052 120,000
3090 Other Property Taxes
3500 Local Government Aid
TOTAL GENERAL PROPERTY TAX 6,547,483 6,563,900 6,783,900 7,003,500 6.7%
LICENSES
3203 Dog Kennel 897 500 500 800
3205 Dog or Cat 6,598 5,000 5,000 6,000
3213 Solicitor 375 500 500 500
3226 Liquor On and Off Sale 84,930 84,000 84,000 84,000
3230 Rental Housing Licenses 34,100 15,000 15,000 30,000
3284 Rubbish 5,100 3,000 3,000 5,000
TOTAL LICENSES 132,000 108,000 108,000 126,300 16.9%
PERMITS
3301 Building 734,822 725,000 725,000 725,000
3302 Plan Check 408,063 330,000 330,000 330,000
3305 Heating & AlC 202,748 120,000 120,000 120,000
3306 Plumbing 139,729 95,000 95,000 95,000
3307 Trenching 26,126 35,000 35,000 30,000
3308 Gun 660 1,000 1,000 1,000
3309 Sprinkler 19,718 14,000 14,000 14,000
3311 Sign 8,850 7,500 7,500 7,500
3320 Stable 190 300 300 300
3330 Elec Permit App Forms 36
3331 Firework's Application Fee 400
3390 Misc. Permits 1,865 2,000 2,000 2,000
TOTAL PERMITS 1,543,207 1,329,800 1,329,800 1,324,800 -0.4%
FINES & PENALTIES
3401 Traffic & Ordinance Violation 133,391 150,000 150,000 150,000
3402 Vehicle Lockouts 2,100 2,500 2,500 2,500
3404 Dog/Cat Impound 6,080 5,000 5,000 6,000
3405 Other Fines and Penalties 4,111
TOTAL FINES & PENALTIES 145,682 157,500 157,500 158,500 0.6%
INTERGOVERNMENTAL REVENUE
3503 Reimbursement from School District 25,000
3509 Other Shared Taxes 155,661 175,000 175,000 160,000
3510 Grants-State 85,970 50,000 50,000 80,000
TOTAL INTERGOVERNMENTAL REV 241,630 225,000 225,000 265,000 17.8%
4
CITY OF CHANHASSEN
2009 BUDGET
REVENUE
101 General Fund
2007 2008 2008 2009 Inc Over
ACCOUNT DESCRIPTION ACTUAL BUDGET PROJECTED BUDGET PY Budget
CHARGES FOR CURRENT SERVICES
3601 Sale of Documents 744 1,000 1,000 1,000
3602 Use & Variance Permits 22,715 40,000 40,000 22,000
3603 Rezoning Fees 2,000 2,000 2,000
3604 Assessment Searches 855 500 500 500
3605 Plat Recording Fees 5,225 7,000 7,000 7,000
3607 Election Filing Fees
3613 Misc.-General Government 4,909 10,000 10,000 5,000
3614 Admin. Charge-2% Constr. 21,110 50,000 50,000 25,000
3615 Admin. Charge-5% Street Re-Constr. 32,000 32,000 24,000
3617 Engineering General 15 1,000 1,000
3619 Investment Management Fee 75,000 75,000 75,000 75,000
3629 Misc.-Public Safety 6,129 5,000 5,000 6,000
3630 Recreation Program Fees 30,807 38,100 38,100 40,000
3631 Recreation Center 129,830 180,000 180,000 196,000
3633 Park Equipment Rental 97 200 200 200
3634 Park Facility Usage Fee 9,578 12,000 12,000 14,000
3635 Watercraft Rental 3,446 4,000 4,000 4,000
3636 Self-Supporting Programs 153,615 114,000 114,000 105,000
3637 Senior Programs 28,862 30,000 30,000 28,000
3638 Food Concessions 13,715 12,000 12,000 12,000
3639 Misc.-Park & Rec. 900 800 800 800
3641 Youth Sport Donation
3649 Misc.-Public Works 2,700 5,000 5,000 5,000
3651 Merchandise Sales 953 1,500 1,500 1,500
3670 Internment Fee 150
TOTAL CURRENT SERVICES 511,355 621,100 621,100 574,000 -7.6%
OTHER REVENUE
3801 Interest Earnings 250,462 125,000 125,000 200,000
3802 Equipment Rental & Sale 134,152 125,000 125,000 135,000
3803 Building Rental 4,64.3 4,000
3804 Land Sale 4,600
3807 Donations 22,761 20,000 20,000 20,500
3808 Ins. Recoveries & Reimburse 5,000 5,000 5,000
3812 Contractor Verification 5
3816 SAC Retainer 160,546 5,000 5,000 5,000
3818 Sur-Tax Retainer 1,137 1,500 1,500 1,000
3820 Misc. Other Revenue 180 1,000 1,000 1,000
3829 Interest/Penalties-Other 500 500 500
3903 Refunds/Reimbursements 39,248 30,000 30,000 35,000
3910 Misc. Revenue 583
3980 Cash Short/Over 3
TOTAL OTHER REVENUE 618,320 313,000 313,000 407,000 30.0%
TOTAL GENERAL FUND REVENUE 9,739,678 9,318,300 9,538,300 9,859,100 5.8%.
TOTAL GENERAL FUND EXPENDITURES 9,859,100
NET LEVY REMAINING (Use of Gen Fund Reserves)
5
CITY OF CHANHA55EN
2009 BUDGET
Commentary
General Government - Legislative
Mission and Current Services
The City Council, comprised of the mayor and four at-large Council representatives, is the
legislative body of city government. Chanhassen is a statutory Plan B city, which is a
Council/Manager form of government.
The Council is responsible for formulating City policy, enacting legislation, and oversight of City
administration. The Council also has authority over the financial affairs of the City, including
appropriating money through the annual adoption of the City budget
and property tax levy. The
City Council appoints members to various boards and commissions such as the Economic
Development Authority, Planning Commission, Park and Recreation Commission, and other
advisory groups.
Budget Highlights
The 2009 budget reflects a decrease of $12,000 (8.9%). Decreases were achieved largely
through the elimination of the quarterly publication, the Maple Leaf. The biannual Citizen Survey
was also postponed to achieve cost savings.
Future Trends
The Council continues to pursue excellence in building community and enhancing citizen
participation through neighborhood meetings, public forums, and other methods.
Outcomes
The legislative budget is mainly comprised
of four major expenses:
Salaries, reimbursements, travel, and training for the City Council
Printing and distribution of the Chanhassen Connection
Membership in the League of Minnesota Cities (LMNC), which provides research,
advocacy, and access to the Workers Compensation Insurance Pool
Publication of ordinances and agenda
6
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1110 Legislative
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4020 Salaries & Wages-Temp 30,550 31,600 31,600 0.0%
4030 Contributions-Retirement 2,170 2,500 2,500 0.0%
4050 Workers Compensation 86 100 100 0.0%
TOTAL PERSONAL SERVICES 32,807 34,200 34,200 0.0%
4210 Books & Periodicals 200 200 0.0%
TOTAL MATERIALS & SUPPLIES 200 200 0.0%
4300 Fees, Services 16,069 8,000 4,000 (50.0%)
4330 Postage 5,984 6,500 6,500 0.0%
4340 Printing & Publishing 46,079 47,000 38,000 (19.1%)
4360 Subscriptions & Memberships 27,174 29,000 30,000 3.4%
4370 Travel & Training 8,608 8,000 8,000 0.0%
4375 Promotional Expense 3,980 2,000 2,000 0.0%
TOTAL CONTRACTUAL SERVICES 107,893 100,500 88,500 (11.9%)
TOTAL LEGISLATIVE 140,700 134,900 122,900 (8.9%)
7
CITY OF CHANHASSEN
2009 BUDGET
Commentary
General Government - Administration
Mission and Current Services
The City Manager is the chief administrative officer of the City and directs the administration of
City affairs. It is the City Manager's responsibility to enforce the city code and resolutions adopted
by the City Council. The City Manager's office provides general administrative services for the
City to ensure that Council policies and directives are fulfilled. Duties also include keeping the
Council fully advised of the financial condition and the needs of the City, preparing and submitting
the annual budget, and recommending measures to the Council deemed necessary and/or
desirable for the welfare of the community and the efficient administration of the City's affairs.
The City Manager's office also provides liaison between the Council, advisory boards and
commissions, staff, other governmental entities, the media, and the public.
The Administration Department oversees progress toward meeting City goals in the areas of
responsive government, safe community, lifelong learning, housing, business, and community
connections in collaboration with the school districts, chamber of commerce, and other community
organizations.
Budget Highlights
The 2009 budget reflects an increase of $27,200 (6.3%) from the 2008 budget. Increases are
related to salaries and benefits.
Future Trends
Administration will continue to supervise the implementation of the City's strategic plan and
monitor progress toward its goals.
Outcomes
The majority of expenses in the Administration Department are for personnel costs. The
Administration budget includes the City Manager, Assistant City Manager, Office Manager and
two (2) Receptionists.
Staff specifically provides support for the City Council and City Manager by producing the
Chanhassen Connection, overseeing licensing and City Council and Commission packets.
Other significant expenses within Administration include postage and equipment rental.
8
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1120 Administration
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INCUDEC)
4010 Salaries & Wages-Reg 288,189 294,000 309,500 5.3%
4020 Salaries & Wages-Temp 35 6,000 6,000 0.0%
4030 Contributions-Retirement 37,977 37,800 44,600 18.0%
4040 Contributions-Insurance 37,137 35,500 35,200 (0.8%)
4050 Workers Compensation 1,182 1,200 1,300 8.3%
TOTAL PERSONAL SERVICES 364,521 374,500 396,600 5.9%
4120 Supplies-Equipment 132 200 200 0.0%
4130 Supplies-Program 100 100 0.0%
4210 Books & Periodicals 184 200 200 0.0%
TOTAL MATERIALS & SUPPLIES 316 500 500 0.0%
4300 Fees, Services 23,716 2,000 7,000 250.0%
4310 Telephone 2,746 2,400 2,900 20.8%
4330 Postage 10,478 16,000 16,000 0.0%
4340 Printing & Publishing 280 1,500 1,000 (33.3%)
4360 Subscriptions & Memberships 3,832 4,000 4,000 0.0%
4370 Travel & Training 8,322 8,000 8,000 0.0%
4380 Mileage 5,225 7,200 7,200 0.0%
4410 Rental-Equipment 19,043 18,500 18,500 0.0%
4530 Repair & Maintenance-Equip 300 300 0.0%
4807 Property Tax Expense 20 100 100.0%
TOTAL CONTRACTUAL SERVICES 73,661 59,900 65,000 8.5%
4703 Office Equipment 0.0%
TOTAL CAPITAL OUTLAY 0.0%
TOTAL ADMINISTRATION 438,499 434,900 462,100 6.3%
9
CITY OF CHANHASSEN
2009 BUDGET
Commentary
General Government - Finance
Mission and Current Services
The Finance Department is responsible for accounting, revenue collection, invoice payment,
budget monitoring, payroll preparation, and utility billing. The department is comprised of the
Finance Director, an Accountant II, and two accounting clerks one of which is shared with the Fire
Department.
Budget Highlights
The 2009 budget reflects a decrease of $12,000 (4.0%) due to a continuing effort of the finance
staff to perform more accounting/auditing services in house rather than have our audit firm
prepare the information.
Future Trends
The Finance Department acquired new software in 2005. The new software was used to
implement Utility Billing online payments (a convenience feature for our residents to pay their bills
online with the use of a credit card). The department also plans on implementing an online
payroll/timekeeping processing system in the next couple years. Significant annual projects
include the audit, Capital Improvements Program (CIP), and financial trend monitoring.
Outcomes
The major costs in the finance department, aside from personnel costs, are providing services to
the City as follows:
1. Audit: The audit process is an extensive review of our financial records and internal controls
in place to assure that all City assets are properly accounted for. The Finance Department
spends between $45,000-$50,000 annually to perform the audit and other related accounting
reviews. The City has received the award for financial reporting excellence from the
Government Finance Officers Association (GFOA), since 1992. Less than 10% of all
Minnesota municipalities receive this award.
2. Memberships: All employees of the Finance Department are members of the Minnesota
GFOA. This membership allows for access to ideas and thoughts on finance-related topics
from other member cities, allows for training provided by professionals in the government
finance profession, and for networking opportunities with other members from across the
state and country. The cost for the entire department to be members is about $400.
10
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1130 Finance
2007 2008 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET
4010 Salaries & Wages-Reg 183,268 168,000 176,200 4.9%
4011 Overtime 904 200 200 0.0%
4030 Contributions-Retirement 23,281 24,000 25,400 5.8%
4040 Contributions-Insurance 20,952 17,400 22,900 31.6%
4050 Workers Compensation 723 1,000 800 (20.0%)
TOTAL PERSONAL SERVICES 229,129 210,600 225,500 7.1%
4120 Supplies-Equipment 51 200 100 (50.0%)
4210 Books & Periodicals 100 100 0.0%
TOTAL MATERIALS & SUPPLIES 51 300 200 (33.3%)
4300 Fees, Services 14,392 55,000 30,000 (45.5%)
4301 Fees, Financial/Audit 23,409 25,000 25,000 0.0%
4310 Telephone and Communications 383 300 400 33.3%
4330 Postage 200 200 0.0%
4340 Printing & Publishing 1,155 1,500 1,500 0.0%
4360 Subscriptions & Memberships 375 400 400 0.0%
4370 Travel & Training 5,120 9,000 7,100 (21.1%)
4530 Repair & Maintenance-Equip 100 100 0.0%
4901 Refunds/Reimbursements 1 0.0%
TOTAL CONTRACTUAL SERVICES 44,834 91,500 64,700 (29.3%)
4703 Office Equipment 1,003 200 200 0.0%
TOTAL CAPITAL OUTLAY 1,003 200 200 0.0%
TOTAL FINANCE 275,017 302,600 290,600 (4.0%)
11
CITY OF CHANHASSEN
2009 BUDGET
Commentary
General Government - Legal
Mission and Current Services
This fund pays for attorney services that advise the City on questions of law, reviews all
ordinances, resolutions, contracts, and other legal documents of the City, and represents the City
in court actions including the prosecution of cases in District Court. The City has contracted with
Campbell Knutson Professional Association to handle civil and criminal matters, as well as the
City's prosecution duties. The City also periodically uses separate law firms for various
specialized legal matters (personnelllabor, bond counsel, EDA). The City uses consultative
attorney services with general service costs paid on a fixed fee basis.
Budget Highlights
There was no increase in the legal services budget from 2008 to 2009.
Future Trends
The City will continue to use legal services to ensure that the City's interests are fairly represented
in all matters.
Outcomes
The contract for legal services ensures that the City has representation in legal matters, access to
legal advice, and the City Attorney attends all City Council meetings.
12
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1140 Legal
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/CDEC)
4302 Fees, Legal 142,105 168,000 168,000 0.0%
TOTAL CONTRACTUAL SERVICES 142,105 168,000 168,000 0.0%
TOTAL LEGAL 142,105 168,000 168,000 0.0%
13
CITY OF CHANHASSEN
2009 BUDGET
Commentary
General Government - Property Assessment
Mission and Current Services
This fund pays for the valuation of residential, commercial and industrial real estate parcels and
personal property by the Carver County Assessor's Office. The taxable value estimates are used
by the City, School Districts, Carver County, and special taxing jurisdictions for the purpose of
equitably distributing the property tax on all taxable properties.
Budget Highlights
The 2009 budget shows an increase of $8,400 (8.3%) due to an increase in fees charged by
Carver County, as well as an increase in the number of parcels needing to be assessed.
Future Trends
The City plans to continue using the Carver County Assessor to assess the value of all parcels
within the City of Chanhassen. The City has contracted with Carver County for service in 2009.
In 2007, the City also commenced a three-year contract with Carver County to handle assessment
appeals through the Open Book process.
Outcomes
Accurate and consistent property valuation is essential to a fair taxation system. The City has
examined the cost of in-house property assessment and found contracting with the County to be
more cost-effective.
14
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1150 Property Assessment
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INCUDECl
4300 Fees, Services 101,496 101,500 109,900 8.3%
4340 Printing & Publishing 100 100 0.0%
TOTAL CONTRACTUAL SERVICES 101,496 101,600 110,000 8.3%
TOTAL PROPERTY ASSESSMENT 101,496 101,600 110,000 8.3%
15
CITY OF CHANHASSEN
2009 BUDGET
Commentary
General Government - Management Information Systems (MIS)
Mission and Current Services
The MIS Department provides and maintains computer, network, and telecommunication
resources to all City users with a goal of assuring that staff has the appropriate technology to
efficiently perform their job functions. The MIS staff also provides direct support of both desktop
and server-hosted software applications and manages vendor support for all other City software.
In addition, the department provides basic software training and manages external software
training for all other City departments.
Budget Highlights
The 2009 MIS department budget reflects a 5% increase which is due primarily with increased
staff salaries and benefits, the addition of software maintenance for the Storage Area Network
deployed in 2008 and increases in software maintenance fees for existing software applications.
MIS staff will continue concentrating on reducing the number of physical city network servers
through the use of VMWare virtualization software. Desktop computers, workstations, printers,
and network equipment will be replaced as per the established schedule. Some equipment will be
recycled for use in less demanding roles. Surplus equipment will continue to be sold via the city's
online auction site.
Future Trends
Existing network servers will be integrated into fewer physical servers utilizing a VMWare Virtual
Server platform. This reduces the number of physical servers needed and allows for more
efficient use of their computing power.
We will begin scanning the large format building drawings into the City's document imaging
system in 2009. Only one set of paper documents exist for most of the buildings in the building
drawing library. The process will be completed over the course of three years. The digital images
will be linked to the city's mapping applications. A large format scanner has been included in the
capital budget
to help facilitate the process and ensure future documents can be converted when
they are received.
Outcomes
The major areas of expenditures within the MIS department budget, aside from personnel costs,
are software support agreements for all City software applications and telephone systems. The
major software agreements include all financial applications, permitting, document imaging, and
various network support utilities. MIS staff will be replacing roughly one quarter of the City's
desktop computers as part of an established equipment replacement program.
16
17
CITY OF CHANHASSEN
2009 BUDGET
Commentary
General Government - City Hall
Mission and Current Services
This fund exists to provide for improvements to City owned buildings and structures other than
park and recreation facilities.
Improvement projects
are very diverse and range from replacement of elements that have
reached the end of their service life expectancy, such as roofs and HVAC equipment, to
improvements made to meet current building codes.
Budget Highlights
Expenditures increased by $27,300 (7%) over the 2008 budget. Increases were related to
salaries/benefits, office supplies, building repair and maintenance costs and utilities.
Future Trends
Staff will continue to monitor City facilities and focus on preventative maintenance to avoid, or
delay, large expenditures for major equipment and facility repairs.
Outcomes
The City Hall budget includes salary for one Building Maintenance staff person. This staff person
is responsible for maintenance and repairs at all City owned buildings. In addition, the City Hall
budget includes office supplies for all departments.
The largest single item within the City Hall budget is General Liability Insurance ($170,000). This
item includes property insurance, auto insurance, various risk coverages, and terrorism insurance.
Another significant expense is the cost of utilities for City Hall and the Library.
18
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1170 City Hall
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC}
4010 Salaries & Wages-Reg 49,957 50,300 51,500 2.4%
4011 Overtime-Reg 3,516 3,500 3,500 0.0%
4030 Contributions-Retirement 7,338 7,100 7,500 5.6%
4040 Contributions-Insurance 6,462 5,900 6,200 5.1%
4050 Workers Compensation 1,730 1,600 1,800 12.5%
TOTAL PERSONAL SERVICES 69,002 68,400 70,500 3.1%
4110 Supplies-Office 42,555 37,000 43,000 16.2%
4120 Supplies-Equipment 659 1,000 1,000 0.0%
4140 Supplies-Vehicles 146 1,000 1,000 0.0%
4150 Maintenance Materials 3,428 3,000 3,000 0.0%
4260 Small Tools & Equipment 34 300 300 0.0%
TOTAL MATERIALS & SUPPLIES 46,823 42,300 48,300 14.2%
4300 Fees, Services 6,619 6,000 7,000 16.7%
4310 Telephone 11,052 16,000 16,000 0.0%
4320 Utilities 52,396 54,600 60,000 9.9%
4330 Postage 536 0.0%
4350 Cleaning & Waste Removal 32,643 35,000 35,700 2.0%
4410 Equipment Rental 987 0.0%
4440 License & Registration 100 100 0.0%
4483 Insurance-General Liability 166,026 163,000 170,000 4.3%
4510 Repair & Maintenance-Building 11 ,354 5,000 10,000 100.0%
4520 Repair & Maintenance-Vehicles 400 400 0.0%
4530 Repair & Maintenance-Equip 2,978 2,000 2,000 0.0%
4933 Sales Tax 103 100 100.0%
TOTAL CONTRACTUAL SERVICES 284,696 282,100 301,300 6.8%
TOTAL CITY HALL 400,521 392,800 420,100 7.0%
19
CITY OF CHANHASSEN
2009 BUDGET
Commentary
General Government - Elections
Mission and Current Services
The City Manager's office is responsible for the administration of the City's elections and official
records. The office is responsible for voter registration, redistricting, and conducting local, state,
and national elections.
State and federal laws governing elections and data practices require many of the functions that
are performed by the election staff. Our mission is to provide these mandated services efficiently
and accurately and to act as an effective communications link between government and citizens
by providing public access to government information, records, and processes. We feel that
excellent customer service is key to satisfaction with government and can increase positive
interaction with connections within our community.
Budget Highlights
Since 2005, the City's policy has been to budget one-half of each election cycle every year to
avoid fluctuations from year to year.
This budget is being held static ($0, 0% increase over 2008). 2009 is an off-cycle year and no
regular or special elections are scheduled.
Future Trends
New voting equipment will be needed as programmed in the Capital Improvement Plan.
Outcomes
Funds programmed in 2009 will be used to assist with the 2010 election, which will include the
Governor's race.
20
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1180 Elections
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4020 Salaries & Wages-Temp 20,500 20,500 0.0%
4030 Contributions-Retirement 1,000 1,000 0.0%
4060 Unemployment 13 0.0%
TOTAL PERSONAL SERVICES 13 21,500 21,500 0.0%
4110 Office Supplies 200 200 0.0%
4300 Fees, Services 3,000 3,000 0.0%
4340 Printing & Publishing 2,000 2,000 0.0%
4370 Travel & Training 1,200 1,200 0.0%
TOTAL CONTRACTUAL SERVICES 6,400 6,400 0.0%
TOTAL ELECTIONS 13 27,900 27,900 0.0%
21
CITY OF CHANHASSEN
2009 BUDGET
Commentary
General Government - Library Building
Mission and Current Services
While the day-to-day staffing operations
of the library are run and funded by Carver County, the
City is responsible for the maintenance and upkeep of the building. This includes the cost of
utilities, building and some equipment maintenance, cleaning, and telephone service.
Budget Highlights
An increase of $27,000 (24.5%) is proposed, largely attributable to increased utility costs and
building maintenance costs. The fees for service category includes annual window cleaning.
Future Trends
The Library building celebrated its 5-year anniversary in 2008.
Outcomes
In 2006, the Chanhassen Library became the only library
in the Carver County system
to be open
on Sundays, and has enjoyed tremendous success in terms of visitors and circulation.
22
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1190 Library Building
2007 2008 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET
4150 Maintenance Materials 1,900 3,000 3,000 0.0%
4260 Small Tools & Equipment 563 0.0%
TOTAL MATERIALS & SUPPLIES 2,463 3,000 3,000 0.0%
4300 Fees, Services 7,346 1,000 4,000 300.0%
4310 Telephone 1,466 2,200 2,200 0.0%
4320 Utilities 71,935 67,000 80,000 19.4%
4350 Cleaning & Waste Removal 30,308 33,000 34,000 3.0%
4510 Repair & Maintenance-Building 6,717 2,000 7,000 250.0%
4530 Repair & Maintenance-Equip 6,824 2,000 7,000 250.0%
4933 Sales Tax 277 0.0%
TOTAL CONTRACTUAL SERVICES 124,871 107,200 134,200 25.2%
TOTAL LIBRARY 127,334 110,200 137,200 24.5%
23
CITY OF CHANHASSEN
2009 BUDGET
Commentary
Public Safety - Police Administration
Mission and Current Services
This department serves mainly as a fund to pay for the contract with the Carver County Sheriff's
Department for law enforcement services. Also included is funding for the Carver County
Sergeant permanently assigned to the City of Chanhassen, as well as a Crime Prevention
Specialist who works with residents and the business community to prevent, prepare for, and
recover from crimes.
Budget Highlights
The 2009 budget reflects an increase of $123,000 (8.2%) due to increased staffing levels and
inflationary increases for cars, fuel and benefits. The 2009 contract includes a Liaison Lt.
replacing the Liaison Sg1. ($5,000 cost differential) and the addition of a School Resource Officer
in September to be assigned to Chanhassen High School. The City also participates in the
Southwest Metro Drug Task Force.
Future Trends
The City will continue to be dedicated to the safety of its residents and will work closely with the
Carver County Sheriff's Department to maintain the high level of satisfaction with our law
enforcement services. In 2007, the City and Sheriff's office devised a 3 year staffing plan for
2008-2010. Staff will continue to monitor needs and will also participate in discussions with the
Carver County Sheriff's Department about future staffing levels.
Outcomes
On average, the City of Chanhassen receives 59 hours of deputy patrol per day. The City also
receives investigative and other services from the County.
24
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1210 Police Administration
2007 2008 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET
4010 Salaries & Wages-Reg 58,454 60,200 62,400 3.7%
4030 Contributions-Retirement 8,079 8,500 9,000 5.9%
4040 Contributions-Insurance 6,564 5,900 6,300 6.8%
4050 Workers Compensation 446 500 500 0.0%
TOTAL PERSONAL SERVICES 73,543 75,100 78,200 4.1%
4130 Program Supplies 5,098 5,000 5,000 0.0%
4300 Fees, Services 1,275,822 1,417 ,500 1,536,900 8.4%
4370 Travel & Training 95 500 100.0%
4375 Promotional Expense 50 4,500 4,500 0.0%
TOTAL CONTRACTUAL SERVICES 1,281,065 1,427,000 1,546,900 8.4%
TOTAL POLICE ADMINISTRATION 1,354,608 1,502,100 1,625,100 8.2%
25
CITY OF CHANHASSEN
2009 BUDGET
Commentary
Public Safety - Fire Prevention and Administration
Mission and Current Services
This budget funds both Fire Prevention and Fire Department Administration.
The Fire Department currently employs 45 firefighters operating out of two stations with a primary
purpose of providing fire protection services for city residents and business owners. In addition,
the department assists neighboring departments when requested and receives the same support
in return.
The Fire Prevention division is staffed by a Fire Marshal and a Deputy Fire Marshal who office out
of City Hall. This division is responsible for enforcing the state fire code in new and existing
construction. It is also responsible for the investigation of all fires within the city borders.
Budget Highlights
There are no significant increases in the 2009 budget from last year. Staffing levels remain
relatively static.
Future Trends
Commercial and residential development occurring in the southern portion of the city will increase
the need for expanded fire protection in that area. A third satellite fire station is planned to meet
that need. Some existing firefighters would be assigned to that station, however additional staff
will need to be added to fully staff all stations.
Outcomes
Both the Fire Department and Fire Prevention departments are heavily involved with fire
prevention awareness throughout the city. Programs such as Safety Camp and Fire Prevention
Week for children grades 1 through 3 continue to be a great success. The Fire Department Open
House held annually in October offers fire education for all ages and consistently draws increasing
crowds. Firefighters also volunteer in numerous city outreach programs such as block parties,
station tours and special fire education programs for local community groups to ensure a high
visibility within the community.
26
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1220 Fire Prevention Administration
2007 2008 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET
4010 Salaries & Wages-Reg 136,284 132,000 134,500 1.9%
4011 Overtime 567 1,000 1,000 0.0%
4020 Salaries & Wages-Temp 153,070 160,000 160,000 0.0%
4030 Contributions-Retirement 174,245 187,000 180,000 (3.7%)
4040 Contributions-Insurance 18,877 16,100 22,100 37.3%
4050 Workers Compensation 13,600 14,500 14,500 0.0%
4060 Unemployment 22 0.0%
TOTAL PERSONAL SERVICES 496,665 510,600 512,100 0.3%
4120 Supplies-Equipment 14,446 11,000 11,000 0.0%
4130 Supplies-Program 1,777 5,000 2,000 (60.0%)
4140 Supplies-Vehicles 12,120 7,000 12,000 71.4%
4150 Maintenance Materials 496 1,000 500 (50.0%)
4170 Motor Fuels and Lubrication 139 0.0%
4210 Books & Periodicals 527 1,000 600 (40.0%)
4240 Uniforms & Clothing 9,437 13,500 10,000 (25.9%)
4260 Small Tools & Equipment 5,191 5,000 6,000 20.0%
4290 Misc. Materials & Supplies 4,620 3,500 5,000 42.9%
TOTAL MATERIALS & SUPPLIES 48,755 47,000 47,100 0.2%
4300 Fees, Services 9,451 16,500 10,000 (39.4%)
4310 Telephone 5,335 6,000 6,000 0.0%
4320 Utilities 22,469 23,000 28,500 23.9%
4330 Postage 281 0.0%
4340 Printing & Publishing 33 0.0%
4350 Cleaning & Waste Removal 5,460 7,000 6,000 (14.3%)
4360 Subscriptions & Memberships 1,575 3,000 2,000 (33.3% )
4370 Travel & Training 4,417 10,000 10,000 0.0%
4375 Promotional Expense 8,837 9,000 9,000 0.0%
4483 Insurance-General Liability 905 1,000 1,000 0.0%
4510 Repair & Maintenance-Building 5,983 7,000 7,000 0.0%
4520 Repair & Maintenance-Vehicles 8,265 7,000 8,000 14.3%
4530 Repair & Maintenance-Equip 12,294 5,000 11,000 120.0%
4531 Repair & Maintenance-Radios 3,774 9,000 5,000 (44.4%)
4901 Refunds/Reimbursements 401 0.0%
Contribution for Performance 12,500 12,500 0.0%
4933 Sales Tax 614 0.0%
TOTAL CONTRACTUAL SERVICES 90,093 116,000 116,000 0.0%
TOTAL FIRE PREVENTION ADMIN 635,513 673,600 675,200 0.2%
27
CITY OF CHANHASSEN
2009 BUDGET
Commentary
Community Development - Code Enforcement
Mission and Current Services
To provide for the health, safety, and welfare of the City through the administration of building and
fire codes. The employees are responsible for the plan review, permit issuance, and inspections
of buildings, plumbing, and mechanical systems, fire sprinkler and alarm systems, and individual
sewage treatment systems. Division staff is also responsible for inspections of existing buildings
for fire code violations, administration of the rental licensing program, septic tank and RPZ
maintenance programs, processing handgun and solicitors permits and providing assistance to
the City's law enforcement staff.
Budget Highlights
This budget reflects an increase of 4.4% due to cost of living increases.
Future Trends
The high school as well as office/ industrial developments are some of the larger construction
projects.
Outcomes
The budget provides the wages and salary for the Building Official, 2 Building Inspectors,
2 Mechanical Inspectors, 2 support staff and an intern/seasonal help.
The budget also provides for Continuing Education for the Inspectors' licensing.
28
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1250 Code Enforcement
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC}
4010 Salaries & Wages-Reg 470,923 484,400 503,200 3.9%
4011 Overtime-Reg 8,653 4,000 4,000 0.0%
4020 Salaries & Wages-Temp 6,789 30,000 30,000 0.0%
4030 Contributions-Retirement 65,765 72,900 72,500 (0.5% )
4040 Contributions-Insurance 73,358 64,100 67,900 5.9%
4050 Workers Compensation 3,346 3,400 3,500 2.9%
TOTAL PERSONAL SERVICES 628,834 658,800 681,100 3.4%
4120 Supplies-Equipment 178 1,000 500 (50.0%)
4130 Supplies-Program 280 800 500 (37.5% )
4140 Supplies-Vehicles 1,657 1,500 1,700 13.3%
4210 Books & Periodicals 2,373 3,500 2,500 (28.6% )
4240 Uniforms & Clothing 182 1,500 500 (66.7% )
4260 Small Tools & Equipment 71 400 400 0.0%
TOTAL MATERIALS & SUPPLIES 4,740 8,700 6,100 (29.9% )
4300 Fees, Services 1,000 11,000 1000.0%
4310 Telephone 3,304 4,000 4,000 0.0%
4340 Printing & Publishing 3,016 2,000 3,000 50.0%
4360 Subscriptions & Memberships 662 1,000 1,000 0.0%
4370 Travel & Training 2,776 11,000 11,000 0.0%
4375 Promotional Expense 200 200 0.0%
4440 License & Registration 200 200 0.0%
4520 Repair & Maintenance-Vehicles 466 1,500 500 (66.7% )
4530 Repair & Maintenance-Equip 1,857 2,500 2,000 (20.0%)
4901 Refunds/Reimbursements 926 1,000 100.0%
4933 Sales Tax 20 0.0%
TOTAL CONTRACTUAL SERVICES 13,027 23,400 33,900 44.9%
TOTAL CODE ENFORCEMENT 646,601 690,900 721,100 4.4%
29
CITY OF CHANHASSEN
2009 BUDGET
Commentary
Public Safety - Community Service
Mission and Current Services
This fund provides animal control and protection service for the City, as well as support to
emergency responses and assists with code enforcement, deliveries, and general public safety
support.
Budget Highlights
The 2009 budget reflects an increase of $1,700 (2.3%). This increase reflects an increase in
program and vehicle supplies. Two part-time Community Service Officers (CSO's) will continue to
be used for animal control and code enforcement duties.
Future Trends
The City will continue to use community service officers to assist with animal control issues, code
enforcement, as well as assisting with emergency responses as needed.
Outcomes
The Community Service Officer program is used to supplement the services received from the
Carver County's Sheriff's office. CSO's respond to a range of situations, including wild and
domestic animals, vehicle lockouts, assist with traffic direction and medical calls, and code
enforcement duties. The CSO program maintains a website to reunite lost pets with their owners
or find the pets new homes. The CSO's also participate in community programs and assist
community organizations with education as called upon.
30
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1260 Community Service
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4020 Salaries & Wages-Temp 44,183 47,000 47,000 0.0%
4021 Overtime-Temp 1,314 1,400 1 ,400 0.0%
4030 Contributions-Retirement 6,402 5,500 6,000 9.1%
4040 Contributions-Insurance 590 600 600 0.0%
4050 Workers Compensation 1,034 800 1,000 25.0%
TOTAL PERSONAL SERVICES 53,523 55,300 56,000 1.3%
4120 Supplies-Equipment 2,158 1,000 1,500 50.0%
4130 Supplies-Program 702 500 700 40.0%
4140 Supplies-Vehicles 1,133 700 1,000 42.9%
4210 Books & Periodicals 32 200 200 0.0%
4240 Uniforms & Clothing 781 1,600 1,600 0.0%
TOTAL MATERIALS & SUPPLIES 4,805 4,000 5,000 25.0%
4300 Fees, Services 12,485 9,600 9,600 0.0%
4310 Telephone 658 1,000 1,000 0.0%
4340 Printing & Publishing 1,394 500 500 0.0%
4360 Subscriptions & Memberships 84 300 300 0.0%
4370 Travel & Training 389 700 700 0.0%
4520 Repair & Maintenance-Vehicles 339 1,000 1,000 0.0%
4530 Repair & Maintenance-Equip 300 300 0.0%
4531 Repair & Maintenance-Radios 377 300 300 0.0%
4901 Refunds/Reimbursements 50 0.0%
4933 Sales Tax 27 0.0%
TOTAL CONTRACTUAL SERVICES 15,804 13,700 13,700 0.0%
TOTAL COMMUNITY SERVICE 74,132 73,000 74,700 2.3%
31
CITY OF CHANHASSEN
2009 BUDGET
Commentary
Public Works - Engineering
Mission and Current Services
The Engineering Department provides engineering services related to the following programs:
Public Improvement Projects (streets, wells, water treatment, sanitary sewer, storm
sewer and water extension, etc.)
Community Development
o Plan review and construction monitoring for all developer-installed public
improvements
o Review building permits to ensure compliance with the City Council-approved
grading plan and conditions of development approval
o Attend Planning Commission Meetings
o Review Vacation Requests
o Draft Encroachment Agreements
Pavement Management
o Administration of the Pavement Management System
o Initiation and implementation of annual street improvement and seal coat projects
Other Miscellaneous Duties include:
Coordination with County and State Agencies regarding transportation and storm water
issues
Issue permits for:
o Street closures for block parties
o Temporary lifting of No Parking Zone regulations
o Daily watering of new sod or seed
o Grading, ROW, Driveways, Private Utility Permit Review
Repair drainage problems
Respond to customer complaints, requests, and concerns relating to the City's streets,
water, sanitary sewer, and drainage.
Obtain traffic/speed count data and draft speed and traffic count studies
Outcomes
The major costs in the Engineering Department, aside from personnel, that provide services to
the City are as follows:
1. Fees for Services - The amount budgeted for in 2009 is $18,000. This amount pays for
the required annual bridge inspections and certification, annual street survey & data
collection, annual membership for the Suburban Rate Authority and surveying work as
needed.
2. Repair and Maintenance of Equipment - The amount budgeted for in 2009 is $3,000.
This amount is used to pay for the Engineering copier's supplies and maintenance
agreements.
32
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1310 Engineering
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4010 Salaries & Wages-Reg 402,695 395,800 410,600 3.7%
4011 Overtime-Reg 435 1,500 1,500 0.0%
4020 Salaries & Wages-Temp 11,541 12,000 15,000 25.0%
4030 Contributions-Retirement 55,185 56,900 59,200 4.0%
4040 Contributions-Insurance 40,930 37,700 40,900 8.5%
4050 Workers Compensation 2,806 2,600 2,900 11.5%
4060 Unemployment 3,410 0.0%
TOTAL PERSONAL SERVICES 517,001 506,500 530,100 4.7%
4110 Office Supplies 24 0.0%
4120 Supplies-Equipment 4 200 500 150.0%
4140 Supplies-Vehicles 751 300 500 66.7%
4210 Books & Periodicals 281 400 300 (25.0%)
TOTAL MATERIALS & SUPPLIES 1,060 900 1,300 44.4%
4300 Fees. Services 18,008 18,000 18,000 0.0%
4303 Engineering Consulting
2,808 0.0%
4310 Telephone 1,801 2,000 2,100 5.0%
4330 Postage 400 400 0.0%
4340 Printing & Publishing 1,077 1,100 1,200 9.1%
4350 Cleaning & Waste Removal 158 0.0%
4360 Subscriptions & Memberships 835 1,200 1,200 0.0%
4370 Travel & Training 3,280 3,000 4,500 50.0%
4380 Mileage 12 300 500 66.7%
4440 License & Registration 15 300 300 0.0%
4520 Repair & Maintenance-Vehicles 500 500 0.0%
4530 Repair & Maintenance-Equip 1,907 3,000 3,000 0.0%
4531 Repair & Maintenance-Radios 100 100 0.0%
4933 Sales Tax 109 0.0%
TOTAL CONTRACTUAL SERVICES 30,010 29,900 31,800 6.4%
4705 Other Equipment 300 300 0.0%
TOTAL CAPITAL OUTLAY 300 300 0.0%
TOTAL ENGINEERING 548,071 537,600 563,500 4.8%
33
CITY OF CHANHASSEN
2009 BUDGET
Commentary
Public Works - Street Maintenance
Mission and Current Services
This budget provides for the maintenance arm of the following programs:
Pavement Management
o Snow removal and ice control
o Crack sealing
o Pothole patching and small patch overlays
o Tree trimming and mowing activities
o Traffic sign installation and maintenance
o Pavement marking
Storm Water Management
o Street sweeping
o Storm sewer cleaning
o Storm pond cleaning
Street Sign, Street light and Signal maintenance
In addition, this department responds to customer complaints and emergency situations related to
streets, street lights, traffic signals, and ponds including cleanup following major storms and
vehicle accidents.
Outcomes
The major costs in the Public Works department, aside from personnel, that provide services to
the City are as follows:
1. Supplies and Equipment: The amount budgeted for in 2009 is $44,000. This budget
amount is necessary for the operation of the Public Works department. The costs include
heavy equipment parts (brakes, tires, batteries and other parts), chain saw parts, mower
parts, paint, seeding material and many other supplies needed for day-to-day operations.
2. Supplies Vehicles: This budget amount is for regular maintenance of Public Works
vehicles.
3. Maintenance Materials: The amount budgeted for in 2009 is $55,000 for sand and salt
material used for snow and ice control. This budget amount will vary depending on the
amount of snow and ice received over the winter months.
34
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1320 Street Maintenance
2007 2008 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET
4010 Salaries & Wages-Reg 433,032 446,000 463,700 4.0%
4011 Overtime-Reg 10,376 5,500 8,000 45.5%
4020 Salaries & Wages-Temp 7,895 10,000 10,000 0.0%
4030 Contributions-Retirement 62,046 63,100 66,800 5.9%
4040 Contributions-Insurance 62,059 55,000 62,800 14.2%
4050 Workers Compensation 20,521 20,100 22,500 11.9%
TOTAL PERSONAL SERVICES 595,928 599,700 633,800 5.7%
4120 Supplies-Equipment 34,274 44,000 44,000 0.0%
4140 Supplies-Vehicles 15,421 28,000 25,000 (10.7%)
4150 Maintenance Materials 52,749 55,000 55,000 0.0%
4170 Motor Fuels & Lubricants 2,189 0.0%
4210 Books & Periodicals 100 100 0.0%
4240 Uniforms & Clothing 4,637 3,700 4,800 29.7%
4260 Small Tools & Equipment 1,668 2,700 2,700 0.0%
TOTAL MATERIALS & SUPPLIES 110,939 133,500 131,600 (1.4%)
4300 Fees, Services 323 1,000 1,000 0.0%
4310 TeJephone 3,339 3,500 3,800 8.6%
4340 Printing & Publishing 59 300 300 0.0%
4350 Cleaning & Waste Removal 300 300 0.0%
4360 Subscriptions & Memberships 27 100 1,200 1100.0%
4370 Travel & Training 1,359 1,500 1,500 0.0%
4410 Rental-Equipment 6,248 1,500 1,500 0.0%
4440 License & Registration 90 600 600 0.0%
4510 Repair & Maintenance-Building 500 500 0.0%
4520 Repair & Maintenance-Vehicles 2,725 3,500 3,500 0.0%
4530 Repair & Maintenance~Equip 3,799 5,500 5,500 0.0%
4531 Repair & Maintenance-Radios 500 500 0.0%
4540 Repair & Maintenance-Streets (195) 500 500 0.0%
4560 Repair & Maintenance-Signs 10,622 13,700 13,700 0.0%
4933 Sales Tax 1,788 0.0%
TOTAL CONTRACTUAL SERVICES 30,182 33,000 34,400 4.2%
4703 Office Equipment 300 300 0.0%
4705 Other Equipment 1,000 1,000 0.0%
TOTAL CAPITAL OUTLAY 1,300 1,300 0.0%
TOTAL STREET MAINTENANCE 737,048 767,500 801,100 4.4%
35
CITY OF CHANHASSEN
2009 BUDGET
Commentary
Public Works - Street Lighting & Signals
Mission and Current Services
This budget provides for the utility costs and repair and maintenance of street lighting and
intersection signalization to provide safe mobility for the traveling public and pedestrians.
Outcomes
The major costs in the Street Lighting & Signals budget are as follows:
1. Utilities: The amount budgeted is $295,000. This budget amount is to pay for power to
light the street lights and signals.
2. Repair and Maintenance: Lights & Signals - This budget amount is $25,000 which is to
pay for bulbs and ballasts and also repair and maintenance of the signal systems.
36
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1350 Street Lighting & Signals
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4120 Supplies-Equipment 3,009 4,500 5,000 11.1%
TOTAL MATERIALS & SUPPLIES 3,009 4,500 5,000 11.1%
4300 Fees, Services 300 300 0.0%
4310 Telephone 407 600 600 0.0%
4320 Utilities 273,650 295,000 295,000 0.0%
4530 Repair & Maintenance-Equip 2,500 2,500 0.0%
4565 Repair & Maintenance-Lights&Signals 13,628 17,000 25,000 47.1%
TOTAL CONTRACTUAL SERVICES 287,685 315,400 323,400 2.5%
TOTAL STREET LIGHT & SIGNALS 290,694 319,900 328,400 2.7%
37
CITY OF CHANHA55EN
2009 BUDGET
Commentary
Public Works - City Garage
Mission and Current Services
To keep in good condition over $8 million worth of vehicles and equipment. Keep the fleet
operational with minimal down time and strive to minimize major repairs.
Outcomes
The major costs in the City Garage, aside from personnel, that provide services to the City are as
follows:
1. Motor Fuels & Lubricants: The amount budgeted is $210,000. The main expenditure is
for diesel and unleaded fuels for the City's fleet which includes all departments. This
budget amount also includes the purchase of grease and hydraulic fluids.
2. Utilities: The amount budgeted is $29,000. This expenditure includes the utility costs
gas, electric) to heat and power the Public Works building.
38
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1370 City Garage
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4010 Salaries & Wages-Reg 172,864 177,700 186,100 4.7%
4011 Overtime-Reg 2,838 6,500 6,500 0.0%
4030 Contributions-Retirement 23,192 25,100 26,800 6.8%
4040 Contributions-I nsurance 30,725 26,600 29,100 9.4%
4050 Workers Compensation 6,099 5,800 6,600 13.8%
TOTAL PERSONAL SERVICES 235,718 241,700 255,100 5.5%
4120 Supplies-Equipment 1,498 3,300 3,300 0.0%
4140 Supplies-Vehicles 261 500 500 0.0%
4150 Maintenance Materials 2,829 1,000 1,000 0.0%
4170 Motor Fuels & Lubricants 132,287 140,000 210,000 50.0%
4240 Uniforms & Clothing 1,007 1,200 1,200 0.0%
4260 Small Tools & Equipment 2,317 4,400 4,400 0.0%
TOTAL MATERIALS & SUPPLIES 140,198 150,400 220,400 46.5%
4300 Fees, Services 574 1,300 1,300 0.0%
4310 Telephone 2,613 3,800 4,000 5.3%
4320 Utilities 21,535 23,000 29,000 26.1%
4330 Postage 9 0.0%
4340 Printing & Publishing 59 100 100 0.0%
4350 Cleaning & Waste Removal 6,446 7,400 7,600 2.7%
4360 Subscriptions & Memberships 35 200 200 0.0%
4370 Travel & Training 401 1,500 1,500 0.0%
4410 Rental-Equipment 500 500 0.0%
4440 License & Registration 40 500 500 0.0%
4510 Repair & Maintenance-Building 8,219 4,000 4,000 0.0%
4520 Repair & Maintenance-Vehicles 300 300 0.0%
4530 Repair & Maintenance-Equip 2,167 3,800 3,900 2.6%
4531 Repair & Maintenance-Radios 100 100 0.0%
4933 Sales Tax 316 0.0%
TOTAL CONTRACTUAL SERVICES 42,414 46,500 53,000 14.0%
4703 Office Equipment 10 500 500 0.0%
4705 Other Equipment 4,011 5,500 5,500 0.0%
TOTAL CAPITAL OUTLAY 4,021 6,000 6,000 0.0%
TOTAL CITY GARAGE 422,351 444,600 534,500 20.2%
39
CITY OF CHANHASSEN
2009 BUDGET
Commentary
Community Development - Planning Commission
Mission and Current Services
The Planning Commission prepares and maintains the Comprehensive Plan for the City and
advises the City Council on matters regarding implementation of the plan. The Commission
reviews rezoning requests, variances, conditional and special use permits, and other planning-
related matters. The Commission is comprised of seven members appointed by the City Council
for staggered three-year terms.
Budget Highlights
There are no changes in this budget from 2008 to 2009.
Future Trends
The Commission will continue to work on code amendments for the implementation of the
comprehensive plan.
Outcomes
The budget covers the expenses associated with the function of the Planning Commission:
Expenses for publishing the agenda and public hearing notices
The budget also includes travel and training including seminar and Planning Commission
Journal subscriptions
40
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1410 Planning Commission
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4210 Books & Periodicals 200 200 0.0%
TOTAL MATERIALS & SUPPLIES 200 200 0.0%
4340 Printing & Publishing 4,629 3,000 3,000 0.0%
4360 Subscriptions & Memberships 120 200 200 0.0%
4370 Travel & Training 275 800 800 0.0%
TOTAL CONTRACTUAL SERVICES 5,024 4,000 4,000 0.0%
TOTAL PLANNING COMMISSION 5,024 4,200 4,200 0.0%
41
CITY OF CHANHASSEN
2009 BUDGET
Commentary
Community Development - Planning Administration
Mission and Current Services
The Planning Department identifies community needs and goals to guide modifications to the
Comprehensive Plan. The department also reviews development plans for compliance with
existing ordinances and state laws.
Budget Highlights
Total expenditures have increased by 5.5% due to cost of living increases.
Future Trends
The planning staff will be managing the implementation of the 2030 Comprehensive Plan as well
as the City code updates.
Outcomes
The planning staff (2 Senior Planners, Planner I, and Community Development Director)
The planning staff provides staff support to the Planning Commission
Update the City Code to meet the goals and policies of the 2030 Comprehensive Plan
Review land use plan for consistency with City plans and land use regulations
Administer the Zoning Ordinance
Maintain City Demographics
Code Enforcement
42
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1420 Planning Administration
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4010 Salaries & Wages-Reg 278,139 289,700 305,300 5.4%
4030 Contributions-Retirement 37,362 41,000 44,000 7.3%
4040 Contributions-Insurance 40,827 35,900 38,100 6.1%
4050 Workers Compensation 1,147 1,200 1,300 8.3%
TOTAL PERSONAL SERVICES 357,475 367,800 388,700 5.7%
4120 Supplies-Equipment 191 300 300 0.0%
4130 Supplies-Program 100 100 0.0%
4140 Supplies-Vehicles 190 100 100 0.0%
4210 Books & Periodicals 200 200 0.0%
TOTAL MATERIALS & SUPPLIES 381 700 700 0.0%
4300 Fees, Services 36,641 5,000 5,000 0.0%
4310 Telephone 74 200 200 0.0%
4340 Printing & Publishing 200 200 0.0%
4360 Subscriptions & Memberships 899 1,500 1,500 0.0%
4370 Travel & Training 4,281 6,400 6,400 0.0%
4440 License & Registration 600 600 0.0%
4520 Repair & Maintenance-Vehicles 119 200 200 0.0%
4901 Refunds/Reimbursements 10 0.0%
TOTAL CONTRACTUAL SERVICES 42,024 14,100 14,100 0.0%
TOTAL PLANNING ADMINISTRATION 399,880 382,600 403,500 5.5%
43
CITY OF CHANHASSEN
2009 BUDGET
Commentary
Community Development - Senior Commission
Mission and Current Services
This budget provides oversight for the congregate dining program and advises the City Council
with regard to the program needs for community senior citizens.
Budget Highlights
The total budget reflects maintenance of existing services, but shows an increase of 7.1 % due to
the staffing of the congregate dining services.
Future Trends
Continue to educate the senior population on available senior services and identify changing
senior needs.
Outcomes
This budget funds the salary of the Congregate Dining Coordinator including Meals-on-
Wheels
This budget also funds a portion of the Senior Planner that is the staff to the Senior
Commission
44
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1430 Senior Commission
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/CDEC)
4010 Salaries & Wages-Reg 15,892 16,200 17,800 9.9%
4030 Contributions-Retirement 2,186 2,300 2,600 13.0%
4040 Contributions-Insurance 1,640 1,500 1,600 6.7%
4050 Workers Compensation 66 100 100 0.0%
TOTAL PERSONAL SERVICES 19,783 20,100 22,100 10.0%
4300 Fees, Services 8,460 14,500 15,000 3.4%
4370 Travel & Training 100 200 200 0.0%
4375 Promotional Expense 503 500 500 0.0%
TOTAL CONTRACTUAL SERVICES 9,063 15,200 15,700 3.3%
TOTAL SENIOR COMMISSION 28,846 35,300 37,800 7.1%
45
CITY OF CHANHASSEN
2009 BUDGET
Commentary
Parks and Recreation - Park and Recreation Commission
Mission and Current Services
The Park and Recreation Commission provides recommendations and advice to the City Council
regarding parks,
recreation and leisure services. The Commission is comprised of seven
members appointed by
the City Council for staggered three-year terms.
Budget Highlights
Printing and Publishing: Publication of Commission agendas
Subscriptions and Memberships: Membership in the Minnesota Recreation and Park
Association and the National Park and Recreation Association
Travel and Training: Workshops, special training,
and conferences
Future Trends
The Commission will focus future efforts on an update of the comprehensive plan, operations at
the recreation center and the amendment or addition of local partnerships as a means of
advancing recreation programs.
Outcomes
The Commission considers matters pertaining to parks and public recreation programs as
referred to the Commission by the Council, or as the members of the Commission themselves
deem proper. Preparation of a comprehensive plan for the future development of the City park
and recreation system, to be submitted to the City Council for implementation, and to maintain
said plan, and recommend amendments of the plan to the City Council, as may become
necessary or desirable. To act in an advisory capacity to the Council in all matters relating to park
and recreation in the City.
46
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1510 Park & Rec Commission
200Bto
2007 200B 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4130 Supplies-Program 100 100 0.0%
4210 Books & Periodicals 100 100 0.0%
TOTAL MATERIALS & SUPPLIES 200 200 0.0%
4340 Printing & Publishing 1,322 900 900 0.0%
4360 Subscriptions & Memberships 700 700 0.0%
4370 Travel & Training 445 400 400 0.0%
TOTAL CONTRACTUAL SERVICES 1,767 2,000 2,000 0.0%
TOTAL PARK & REC COMMISSION 1,767 2,200 2,200 0.0%
47
CITY OF CHANHASSEN
2009 BUDGET
Commentary
Parks and Recreation - Parks and Recreation Administration
Mission and Current Services
The Parks and Recreation Administration budget exists to plan, develop, and administer leisure-
time activities in the community. This function physically plans and develops parks, open space,
trails and indoor recreation facilities. Staff also coordinates programs with the school districts,
Chanhassen Athletic Association, and other organizations.
Budget Highlight
Salaries and Wages: Park and Recreation Director
Subscriptions and Memberships: Professional memberships in state and national
professional associations
Travel and Training: Attendance at continuing education workshops and conferences
Future Trends
Parks, trails, park programs and open space are being increasingly recognized
for performing
three important functions: meeting physical and psychological needs, enhancing and protecting
the resource base and property values, and providing a positive impact on economic
development.
Outcomes
The park and recreation administrator works to ensure that local recreational facilities and open
space areas reasonably meet the outdoor recreation needs of the community's residents and
preserve and protect environmentally-sensitive areas and varied topography. This goal shall be
accomplished by:
Providing park and open space facilities that emphasize accessibility and use by
Chanhassen residents.
Coordinating the expenditure of local funds for recreational open space in concert with the
provision and development of other municipal services.
Updating the recreation section of the comprehensive plan every five years.
Conducting an annual assessment of capital improvement program needs.
Providing open space
areas which assist in the conservation and protection of
ecologically sensitive areas.
Developing a park and open space plan which is consistent with and complements the
overall land use plan for Chanhassen.
Encouraging citizen participation in planning for and development of park and open space
facilities.
Developing a comprehensive interconnected trail/sidewalk system throughout the
community.
Facilitating cooperative efforts between local school systems and the City in acquisition,
development and usage of recreational lands and facilities.
Seeking assistance from community groups in the planning for and development of park
and open space facilities.
48
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1520 Park & Rec Administration
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DECl
4010 Salaries & Wages-Reg 93,735 95,200 99,100 4.1%
4030 Contributions-Retirement 12,411 13,400 14,300 6.7%
4040 Contributions-Insurance 10,616 9,500 10,100 6.3%
4050 Workers Compensation 381 400 500 25.0%
TOTAL PERSONAL SERVICES 117,143 118,500 124,000 4.6%
4120 Supplies-Equipment 90 500 500 0.0%
4130 Supplies-Program 13 200 200 0.0%
4140 Supplies-Vehicles 319 0.0%
4210 Books & Periodicals 100 100 0.0%
4240 Uniforms & Clothing 200 200 0.0%
TOTAL MATERIALS & SUPPLIES 422 1,000 1,000 0.0%
4300 Fees, Services 1,100 1,100 0.0%
4310 Telephone 1,132 900 900 0.0%
4330 Postage 400 400 0.0%4340 Printing & Publishing 424 1,500 1,500 0.0%4360 Subscriptions & Memberships 1,055 1,600 1,600 0.0%4370 Travel & Training 5,157 3,800 4,800 26.3%4380 Mileage 178 300 300 0.0%4440 License & Registration 30 0.0%TOTAL CONTRACTUAL SERVICES 7,976 9,600 10,600 10.4%
TOTAL PARK & REC ADMINISTRATION 125,541 129,100 135,600 5.0%
49
CITY OF CHANHASSEN
2009 BUDGET
Commentary
Parks and Recreation - Recreation Center
Mission and Current Services:
The Recreation Center budget exists to provide fitness and recreational opportunities for the
community. The Center also provides community space for programs and rentals. The
Recreation Center provides year-round indoor and outdoor recreational programs. This facility is
shared with Independent School District 112 and Bluff Creek Elementary School.
Budget Highlights:
The expense budget for the Recreation Center remains stable for 2009.-
Salary and wages: Recreation Center Manager, Facility Supervisors, Dance Coordinator,
Dance Instructors, and Aerobic Instructors (22 total staff)
Supplies - Equipment: $8,000 fitness, aerobic equipment, gym supplies and facility
rental equipment requirements
Supplies - Programs: $4,000 supplies needed for Dance for Fun program, and
additional in-house program supply needs at the Recreation Center
Fees for Service: $29,700 program management fees to provide recreational
opportunities to the community
Utilities: $37,500 Recreation Center is responsible for 24% of facility heating, air
conditioning, and electrical service
Repair and Maintenance-Building: $3,000 facility repair and maintenance requirements
Future Trends
As the health and fitness industry grows and changes, the Recreation Center will introduce new
fitness formats, offer additional youth programs and multi-generational activities, and enhance
recreational opportunities for youth, families and seniors.
Outcomes
The Recreation Center Manager will ensure quality programs and opportunities are offered for the
community.
Offer fitness and recreational services at an affordable price.
Provide a friendly atmosphere for participants of all ages to feel welcome.
Provide a variety of programs to meet community needs.
Encourage increased participation in community fitness.
Offer rental facilities at affordable rates.
50
51
CITY OF CHANHASSEN
2009 BUDGET
Commentary
Parks and Recreation - lake Ann Park Operations
Mission and Current Services
This department provides for the operations at Lake Ann Park. Revenues, which offset some of
the expenses, include facility rental, watercraft and equipment rental, and concession fees.
Budget Highlights
The total budget reflects maintenance of existing services.
Future Trends
As Chanhassen continues to develop our park system, Lake Ann's presence will be more
important. Enhancing and maintaining our existing facilities at Lake Ann will provide our residents
with a "go to" place to fill their recreational needs.
Outcomes
Administration staff works daily with park maintenance staff to maintain a high level of service at
our most popular community park
Provide leadership in coordinating all components of the Lake Ann
ConcessionlW atercraft rental operation.
Continue to work with Minnetonka Community Education and Services in building upon a
longstanding relationship while providing a safe environment with lifeguards at Lake Ann
beach.
Coordinate all facility rentals/reservations in order for our customers to have a quality
experience.
52
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1540 Lake Ann Park Operations
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET %INC/DEC
4020 Salaries & Wages-Temp 7,029 12,200 12,200 0.0%
4021 Overtime-Temp 6 500 400 (20.0%)
4030 Contributions-Retirement 538 800 600 (25.0%)
4050 Workers Compensation 160 300 200 (33.3% )
TOTAL PERSONAL SERVICES 7,734 13,800 13,400 (2.9%)
4120 Supplies-Equipment 3,364 0.0%
4130 Supplies-Program 9,017 8,600 9,000 4.7%
4240 Uniforms & Clothing 500 500 500 0.0%
TOTAL MATERIALS & SUPPLIES 12,881 9,100 9,500 4.4%
4300 Fees, Services 29,018 31,800 34,000 6.9%
4310 Telephone 2,469 3,600 2,400 (33.3%)
4320 Utilities 10,297 15,000 20,000 33.3%
4340 Printing & Publishing 1,000 1,000 0.0%
TOTAL CONTRACTUAL SERVICES 41,784 51,400 57,400 11.7%
TOTAL LAKE ANN PARK OPERATIONS 62,399 74,300 80,300 8.1%
53
CITY OF CHANHA55EN
2009 BUDGET
Commentary
Parks and Recreation - Park Maintenance
Mission and Current Services
This department maintains the City's park sites, play equipment, athletic facilities, and trails. This
department is also responsible for the maintenance of the downtown business district including
lighting, mowing, banners and other items.
Budget Highlights
Minor increases are seen in fees for services and rental for land and buildings. The increase use
of City parks is requiring additional satellites and cleaning services. Also, outside services are
needed to help with weed and thistle control.
Salaries: 7 full time employees (Park Superintendent, 4 Park Maintenance, and 2
Downtown Maintenance).
Seasonal Employees: 14 Seasonal Park Maintenance employees.
Supplies: Reflects all miscellaneous supplies and materials needed to maintain all
existing parks and play structures.
Maintenance Material:
o $10,000 - fertilizer for all parks with high athletic use
o $5,000 - sand for beaches, gravel, rock, and fill
o $3,000 - weed spray for parks
o $1,500 - small black top repairs to trails
Irrigation Supplies: Supplies for irrigation system in parks, Bluff Creek Elementary, City
Hall, Library, Fire Stations.
Fees and Services
o $7,000 - snowplowing City owned parking lots, downtown
o $7,500 - fertilizer and 'Need control for downtown buildings, City Hall, Library, and
Fire Stations
o $2,000 - spray thistle on City property
Cleaning and Waste Removal: Services for rubbish removal throughout the year at all
City parks.
Rental Land and Buildings: Rental of 41 portable toilets used in City parks.
Other Equipment:
o $4,000 - portable Hydro Seeder
Future Trends
The park system will continue to grow with additional trails being added during the construction of
the 312 highway. New parks will be added with the development of the southern part of
Chanhassen.
Outcomes
This budget reflects maintenance needs for 37 parks, 55 miles of trails, 26 ball fields, 22 soccer
fields, 17 tennis courts, the skate park, the downtown boulevard, 2 fire stations, city hall and the
library.
54
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1550 Park Maintenance
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4010 Salaries & Wages-Reg 426,681 435,400 448,500 3.0%
4011 Overtime-Reg 17,032 8,000 15,000 87.5%
4020 Salaries & Wages-Temp 85,216 82,000 90,000 9.8%
4021 Overtime-Temp 2,416 3,000 4,000 33.3%
4030 Contributions-Retirement 66,154 61,700 67,000 8.6%
4040 Contributions-Insurance 67,269 59,700 64,100 7.4%
4050 Workers Compensation 11,843 11,500 12,500 8.7%
TOTAL PERSONAL SERVICES 676,612 661,300 701,100 6.0%
4120 Supplies-Equipment 43,759 32,000 32,000 0.0%
4140 Supplies-Vehicles 3,647 8,000 8,000 0.0%
4150 Maintenance Materials 34,152 33,000 33,000 0.0%
4151 Irrigation Materials 3,735 3,000 3,000 0.0%
4240 Uniforms & Clothing 2,317 2,800 2,800 0.0%
4260 Small Tools & Equipment 1,588 2,500 2,500 0.0%
TOTAL MATERIALS & SUPPLIES 89,199 81,300 81,300 0.0%
4300 Fees, Services 28,798 22,000 22,000 0.0%
4310 Telephone 3,692 3,700 3,700 0.0%
4320 Utilities 9,037 6,000 7,500 25.0%
4340 Printing & Publishing 59 400 200 (50.0%)
4350 Cleaning & Waste Removal 6,685 6,000 8,000 33.3%
4360 Subscriptions & Memberships 105 400 400 0.0%
4370 Travel & Training 498 2,000 2,000 0.0%
4400 Rental-Land & Buildings 22,948 28,500 31,500 10.5%
4410 Rental-Equipment 55 2,000 2,000 0.0%
4440 License & Registration 10 700 700 0.0%
4510 Repair & Maintenance-Building 7,460 3,000 3,000 0.0%
4520 Repair & Maintenance-Vehicles 1,657 2,500 2,500 0.0%
4530 Repair & Maintenance-Equip 6,449 6,500 6,500 0.0%
4531 Repair & Maintenance-Radios 500 500 0.0%
4541 Repair & Maintenance-Trails 81 0.0%
4560 Repair & Maintenance-Signs 2,962 4,000 4,000 0.0%
4933 Sales Tax 161 0.0%
TOTAL CONTRACTUAL SERVICES 90,657 88,200 94,500 7.1%
4705 Other Equipment 4,938 4,000 4,000 0.0%
TOTAL CAPITAL OUTLAY 4,938 4,000 4,000 0.0%
TOTAL PARK MAINTENANCE 861,407 834,800 880,900 5.5%
55
CITY OF CHANHASSEN
2009 BUDGET
Commentary
Parks and Recreation - Senior Citizens Center
Mission and Current Services
The Senior Center budget exists to plan and implement a variety of year-round programs, special
events, monthly one-day tours and health and wellness activities for older adults. The Senior
Center provides a setting which is welcoming and looks to improve the quality of life and use of
leisure time. Senior Center programs and activities are funded by a combination of affordable
fees and community sponsorship programs.
Budget Highlights
The budget reflects an overall 14.2% increase. The majority of this increase is related to a market
adjustment for the part time Senior Center Coordinator. The remainder of the increase is tied to
higher supply costs, fuel costs and surcharges for trips, programs and activities.
4,200 Program/Supplies - This covers all costs and needed supplies associated with in-
house activities and events.
19,600 Fees/Services - This covers contractual service fees for entertainment,
transportation, and related trip and outside program costs.
Future Trends
As the senior population grows and changes, the Senior Center will keep current on new trends
and programs to introduce to meet these changing needs. Over the past few years, we have
seen older adults relocating to Chanhassen to be closer to their adult children. They look to the
Senior Center for a social and recreation network to interact with other seniors.
The Senior Center will continue to offer quality programs and activities to our residents and be a
place where older adults can embrace positive aging and feel part of the community.
Outcomes
Chanhassen has a strong and respected reputation for providing quality programming and
activities for its senior population. The Senior Center Coordinator will work to ensure that this
continues by:
Providing quality programs, activities and classes that are relevant and affordable to all
participants while also looking to attract new participants.
Providing a friendly and inviting environment for all older adults to feel welcome and
comfortable in use of their leisure time.
Facilitating, exploring and networking with local agencies, service providers and
businesses to provide joint programming and secure financial sponsorship for program
development and implementation.
56
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1560 Senior Citizens Center
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4010 Salaries & Wages-Reg 27,594 32,200 38,400 19.3%
4030 Contributions-Retirement 3,834 4,500 5,600 24.4%
4040 Contributions-Insurance 0.0%
4050 Workers Compensation 114 200 200 0.0%
TOTAL PERSONAL SERVICES 31,542 36,900 44,200 19.8%
4120 Supplies-Equipment 484 300 300 0.0%
4130 Supplies-Program 4,478 4,000 4,200 5.0%
TOTAL MATERIALS & SUPPLIES 4,962 4,300 4,500 4.7%
4300 Fees, Services 16,873 18,500 19,600 5.9%
4340 Printing & Publishing 21 100 100 0.0%
4350 Cleaning & Waste Removal 79 200 200 0.0%
4360 Subscriptions & Memberships 77 100 100 0.0%
4370 Travel & Training 110 300 300 0.0%
4375 Promotional Expense 230 200 200 0.0%
4380 Mileage 56 100 100 0.0%
TOTAL CONTRACTUAL SERVICES 17,445 19,500 20,600 5.6%
TOTAL SENIOR CITIZENS CENTER 53,949 60,700 69,300 14.2%
57
CITY OF CHANHASSEN
2009 BUDGET
Commentary
Parks and Recreation - Recreation Programs
Mission and Current Services
To provide a year-round recreational program that reflects a variety of interests in the community
and that develops a social, physical, cultural, and aesthetic quality for our citizens. These
programs are funded by a combination of affordable fees, property tax levy and a community
sponsorship program.
Budget Highlights
The Recreation Programs budget provides our department the ability to plan and utilize resources
to provide a wide variety of special events and recreation opportunities to our residents.
Future Trends
The function of this budget is to provide our residents with opportunities to grow as a family and to
embrace being part of our community. Community events are held in high regard to our residents
and our department will continue to grow our recreational opportunities.
Outcomes
Chanhassen has a deep tradition of planning and hosting special events and recreational
opportunities for our residents. This budget gives the financial tools to provide this service.
Provide first-class events for our residents.
Continue summer concert music series.
Seasonal wages and equipment needed for playground program, warming houses,
recreation intern and skate park attendants.
58
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1600 Recreation Programs
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4010 Salaries & Wages-Reg 80,967 85,200 89,100 4.6%
4020 Salaries & Wages-Temp 50,911 57,100 62,500 9.5%
4021 Overtime-Temp 1,102. 400 1,100 175.0%
4030 Contributions-Retirement 15,181 12,500 15,500 24.0%
4040 Contributions-Insurance 10,020 9,400 8,000 (14.9%)
4050 Workers Compensation 1,325 1,200 1 ,400 16.7%
TOTAL PERSONAL SERVICES 159,507 165,800 177,600 7.1%
4120 Supplies-Equipment 1,947 2,000 2,000 0.0%
4130 Supplies-Program 14,336 13,600 15,600 14.7%
4240 Uniforms & Clothing 708 1,500 1,500 0.0%
TOTAL MATERIALS & SUPPLIES 16,991 17,100 19,100 11.7%
4300 Fees, Services 47,761 57,200 54,100 (5.4%)
4310 Telephone 1,182 3,200 3,200 0.0%
4320 Utilities 2,385 2,800 3,700 32.1%
4330 Postage 200 200 0.0%
4340 Printing & Publishing 4,128 4,400 6,400 45.5%
4360 Subscriptions & Memberships 105 0.0%
4370 Travel & Training 11 500 400 (20.0%)
4380 Mileage 500 600 20.0%
4400 Rental-Land & Buildings 6,178 6,500 7,000 7.7%
4410 Rental-Equipment 21,531 18,200 18,200 0.0%
4530 Repair & Maintenance-Equip 111 0.0%
4933 Sales Tax 74 0.0%
TOTAL CONTRACTUAL SERVICES 83,466 93,500 93,800 0.3%
TOTAL RECREATION PROGRAMS 259,964 276,400 290,500 5.1%
59
CITY OF CHANHASSEN
2009 BUDGET
Commentary
Parks and Recreation - Self-Supporting Programs
Mission and Current Services
This department generally
funds adult programs and craft and instructional classes that are
designed to cover all costs from fee revenue. New programs may be started from this budget
even though they may not recover all costs in the first year. Activities are expected to become
self-sufficient in following years and are evaluated annually.
Budget Highlights
This budget provides our residents many recreational opportunities while allowing our department
to offset expenditures through program revenues.
Future Trends
Continue to look for the next big program that will provide our residents with quality opportunities
and also assist our department with revenue generation. We will continue to look for our next
niche" programs that will fill the needs for smaller groups or individuals.
Outcomes
It is staff's mandate that this budget's expenses are offset by the revenue collected from various
programs.
Offer first-class adult sporting leagues while promoting social and physical activity.
Assist other departments in City hall with quality programs. Safety Camp is an annual
program that our department helps coordinate.
Children's enrichment programs are offered to help develop their social and physical
needs.
Offer many varieties of sporting lessons and camps for our active residents.
60
CITY OF CHANHASSEN
2009 BUDGET
101 General Fund
1700 Self-Supporting Programs
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4010 Salaries & Wages-Reg 20,242 21,300 22,300 4.7%
4020 Salaries & Wages-Temp 3,733 900 100.0%
4030 Contributions-Retirement 3,171 3,100 3,300 6.5%
4040 Contributions-Insurance 2,505 2,400 2,000 (16.7%)
4050 Workers Compensation 140 100 100 0.0%
TOTAL PERSONAL SERVICES 29,791 26,900 28,600 6.3%
4120 Supplies-Equipment 189 400 600 50.0%
4130 Supplies-Program 6,333 4,800 7,100 47.9%
TOTAL MATERIALS & SUPPLIES 6,522 5,200 7,700 48.1%
4300 Fees, Services 91 ,833 68,000 49,300 (27.5%)
4933 Sales Tax 14 0.0%
TOTAL CONTRACTUAL SERVICES 91,847 68,000 49,300 (27.5%)
TOTAL SELF-SUPPORTING PROGRAMS 128,160 100,100 85,600 (14.5%)
61
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62
SPECIAL REVENUE FUNDS
Special Revenue Funds are established to account for taxes and
other revenues designated for a particular purpose by legislation or
by the payer of the funds.
10% Fund - Under the term of the charitable gambling license
agreement with the American Legion, the City is to receive 10% of
the net revenues derived from pull-tab operations. These monies
are restricted to use in programs that benefit youth in the
community, public safety capital needs excluding pensions, and
public safety training.
CATV Fund - Under the term of the franchise agreement with
cable television operators, the City is to receive 5% of the revenues
derived from cable television sales within the City. These monies
are dedicated to improving public communications, broadcasting of
public meetings, and necessary related expenditures.
63
CITY OF CHANHASSEN
2009 BUDGET
Commentary
Special Revenue Fund - 10%-201
Mission and Current Services
Under the term of the charitable gambling license agreement with the American Legion,
the City is to receive 10% of the net revenues derived from pull-tab operations. These
monies are restricted to use in programs that benefit youth in the community, public safety
capital needs excluding pensions, and public safety training.
Budget Highlights
The proposed 2009 budget includes $17,500 for training opportunities for the fire department.
Outcomes
In 2008 the entire budget for training of $17,500 was spent on various firefighter training sessions,
allowing for training opportunities that would not have been available with just the amounts
budgeted for in the City's general fund for firefighter training. The amount for capital purchases
has not been designated or spent at the time this budget was published.
64
CITY OF CHANHASSEN
2009 BUDGET
SPECIAL REVENUE FUNDS
201 10% Fund
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
REVENUE
GENERAL PROPERTY TAX
3801 Interest Earnings 2,341 1,500 1,500 0.0%
3807 Donations 12,167 18,000 12,000 (33.3%)
TOTAL GENERAL PROPERTY TAX 14,508 19,500 13,500 (30.8%)
TOTAL REVENUE 14,508 19,500 13,500 (30.8%)
EXPENDITURES
CONTRACTUAL SERVICES
4370 Travel & Training 17,500 17,500 17 ,500 0.0%
TOTAL CONTRACTUAL SERVICES 17,500 17,500 17 ,500 0.0%
CAPITAL OUTLAY
4703 Office Equipment 2,000 (100.0%)
TOTAL CAP ITAL OUTLAY 2,000 (100.0%)
TOTAL EXPENDITURES 17,500 19,500 17,500 (10.3%)
REVENUE OVER/(UNDER) EXPENDITURES (2,992) (4,000)
65
CITY OF CHANHASSEN
2009 BUDGET
Commentary
Special Revenue Fund - CATV-210
Mission and Current Services
Under the terms of our franchise agreement with Mediacom, the City receives 5% of the revenues
derived from cable television sales within the City. These funds are dedicated to improving
communication with the public through broadcasting public meetings, studio improvements, and
other improvements to the systems. The City utilizes the public access capabilities provided
through these franchise fees by re-broadcasting City Council and Commission meetings, as well
as providing other programs that serve a public or civic purpose.
Budget Highlights
The 2009 budget reflects a decrease in expenditures of $10,500 (9.9%). In 2008, the City
completed the installation of upgraded AN equipment used for the broadcast of City meetings.
This completion results in a reduction of fees for service expenditures in 2009.
The CATV budget includes one personnel, the City Recorder. The City Recorder provides
verbatim minutes for City meetings, including City Council, Planning Commission, and Park &
Recreation Commission.
Future Trends
As our capabilities become more sophisticated, it is anticipated that more programming will be
shown, as well as providing the public with the opportunity to use the facilities for their own public
access programs.
66
CITY OF CHANHASSEN
2009 BUDGET
SPECIAL REVENUE FUNDS
210 Cable TV Fund
2007 2008 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET
REVENUE
GENERAL PROPERTY TAX
3080 Franchise Fees 183,542 150,000 150,000 0.0%
TOTAL GENERAL PROPERTY TAX 183,542 150,000 150,000 0.0%
OTHER REVENUE
3801 Interest Earnings 21,438 8,000 10,000 25.0%
TOTAL OTHER REVENUE 21 ,438 8,000 10,000 25.0%
TOTAL REVENUE 204,980 158,000 160,000 1.3%
EXPENDITURES
PERSONAL SERVICES
4010 Salaries & Wages-Reg 64,048 65,300 70,000 7.2%
4030 Contributions-Retirement 8,528 9,300 10,100 8.6%
4040 Contributions-Insurance 8,129 8,300 8,700 4.8%
4050 Workers Compensation 263 300 300 0.0%
TOTAL PERSONAL SERVICES 80,968 83,200 89,100 7.1%
MATERIALS & SUPPLIES
4120 Supplies-Equipment 5 500 500 0.0%
TOTAL MATERIALS & SUPPLIES 5 500 500 0.0%
CONTRACTUAL SERVICES
4300 Fees, Services 780 15,000 2,000 (86.7%)
4340 Printing & Publishing 500 500 0.0%
4370 Travel & Training 100 100 0.0%
4483 Liability Insurance 1,500 1,400 1,500 7.1%
TOTAL CONTRACTUAL SERVICES 2,280 17,000 4,100 (75.9%)
CAPITAL OUTLAY
4705 Other Equipment 4,954 5,500 2,000 (63.6% )
TOTAL CAPITAL OUTLAY 4,954 5,500 2,000 (63.6% )
TOTAL EXPENDITURES 88,207 106,200 95,700 (9.9%)
REVENUE OVER/(UNDER) EXPENDITURES 116,773 51,800 64,300
67
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68
ENTERPRISE FUNDS
Enterprise Funds account for the operation of the sewer and water
utilities and surface water management district. These funds use
the accrual method of accounting, because they are run like
independent businesses. Taxes and their revenues are designated
for a particular purpose by legislation or by the payer of the funds.
Water Utility Fund - This fund accounts for the operation of the
City-owned water system. It includes the operation of wells and
water towers around town.
Sewer Utility Fund - This fund accounts for the operation of the
City-owned sewer system. It includes the operation of lift stations
and payments to the Metropolitan Council Environmental Services
division for treating the raw sewage from our City.
Surface Water Manaqement Fund - This fund accounts for
operations of the City's surface water management district. Those
responsibilities include diverting storm water runoff, controlling
ponds, managing discharges and other drainage issues.
69
CITY OF CHANHASSEN
2009 BUDGET
Commentary
Enterprise Fund - Water Utility Fund-700
Mission and Current Services
This budget is funded through user fees in the form of utility billings and provides for the
operations necessary for the following programs:
Provide a safe and reliable drinking water supply and distribution system
Operate and maintain ten (10) municipal water wells and approximately 70 miles of
watermain
Operate and maintain three (3) water storage facilities
Repair watermain breaks
CE>nfirms that water meets Department of Health requirements. Coordinate between
1,300 and 1 ,400 water tests per year
Maintain hydrants and perform annual flushing
Outcomes
The major costs in the City Water Utility department, aside from personnel, that provides services
to the City are as follows:
Chemicals: The amount budgeted is $110,000. This item pays for the chlorine and
fluoride required for potable water. Also, this item will pay for other chemicals necessary
to run the east water treatment plant.
Utilities: The amount budgeted is $250,000. This item pays for the power necessary to
run the wells and the water treatment plant.
Repair and Maintenance of Water: The amount budgeted is $50,000. This item pays
for some of the watermain break expenditures.
70
CITY OF CHANHASSEN
2009 BUDGET
ENTERPRISE FUNDS
700 Water Enterprise Fund Operations
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INCUDECl
REVENUE
CHARGES FOR CURRENT SERVICES
3601 Sale of Documents 423 0.0%
3617 Engineering General 0.0%
3661 Water Usage 2,325,562 2,000,000 2,400,000 20.0%
3662 Utility Penalties 67,901 30,000 65,000 116.7%
3664 Sale of Meters & Parts 67,742 55,000 55,000 0.0%
3806 Hook Up Fees 1,924,938 1,000,000 1,000,000 0.0%
TOTAL CURRENT SERVICES 4,386,565 3,085,000 3,520,000 14.1%
OTHER REVENUE
3801 Interest Earnings 365,065 450,000 300,000 (33.3% )
3903 Refunds/Reimbursements 100,002 20,000 50,000 150.0%
TOTAL OTHER REVENUE 465,066 470,000 350,000 (25.5% )
TOTAL REVENUE 4,851, 631 3,555,000 3,870,000 8.9%
REVENUE OVER/(UNDER) EXPENDITURES 3,481, 321 2,209,200 2,470,300
71
CITY OF CHANHASSEN
2009 BUDGET
ENTERPRISE FUNDS
Water Operations
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/{DEC)
4010 Salaries & Wages-Reg 350,471 310,500 360,000 15.9%
4011 Overtime-Reg 25,795 20,000 20,000 0.0%
4012 Stand-By Pay 6,118 7,000 7,000 0.0%
4020 Salaries & Wages-Temp 11 ,297 13,000 15,000 15.4%
4030 Contributions-Retirement 51,837 44,000 55,000 25.0%
4040 Contributions-Insurance 49,056 45,900 52,000 13.3%
4050 Workers Compensation 8,410 7,000 9,000 28.6%
TOTAL PERSONAL SERVICES 502,984 447,400 518,000 15.8%
4120 Supplies-Equipment 15,267 6,800 6,800 0.0%
4130 Supplies-Program 407 500 500 0.0%
4140 Supplies-Vehicles 5,751 6,000 6,000 0.0%
4150 Maintenance Materials 22,695 25,000 25,000 0.0%
4160 Chemicals 100,606 110,000 110,000 0.0%
4170 Motor Fuels & Lubricants 15,563 6,500 17,000 161.5%
4210 Books & Periodicals 40 300 300 0.0%
4240 Uniforms & Clothing 1,145 1,800 1,800 0.0%
4250 Merchandise for Resale 59,354 105,000 95,000 (9.5%)
4260 Small Tools & Equipment 3,456 2,500 2,500 0.0%
TOTAL MATERIALS & SUPPLIES 224,285 264,400 264,900 0.2%
4300 Fees, Services 74,302 35,000 35,000 0.0%
4301 Auditing 6,000 6,000 6,000 0.0%
4310 Telephone 12,233 10,000 11,000 10.0%
4320 Utilities 234,900 250,000 250,000 0.0%
4330 Postage 7,175 8,000 8,000 0.0%
4340 Printing & Publishing 7,486 8,500 8,500 0.0%
4350 Cleaning & Waste Removal 99 500 500 0.0%
4360 Subscriptions & Memberships 321 400 400 0.0%
4370 Travel & Training 3,246 4,500 6,000 33.3%
4410 Rental-Equipment 856 1,500 1,500 0.0%
4440 License & Registration 273 300 100.0%
4483 Insurance-General Liability 13,000 13,000 13,000 0.0%
4509 Remit to Other Agencies 60,420 80,000 70,000 (12.5%)
4510 Repair & Maintenance-Building 2,302 5,000 5,000 0.0%
4520 Repair & Maintenance-Vehicles 136 1,600 1,600 0.0%
4530 Repair & Maintenance-Equip 29,320 35,000 40,000 14.3%
4550 Repair & Maintenance-Water 34,216 65,000 50,000 (23.1%)
4552 Emergency Repairs-Water 156,756 110,000 110,000 0.0%
TOTAL CONTRACTUAL SERVICES 643,041 634,000 616,800 (2.7%)
TOTAL WATER OPERATIONS 1,370,310 1,345,800 1,399,700
72
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73
CITY OF CHANHASSEN
2009 BUDGET
Commentary
Enterprise Fund - Sewer Utility Fund-701
Mission and Current Services
This budget is funded through user fees in the form of utility billings and provides for the
operations necessary for the following programs:
Operate and maintain a reliable sanitary sewer collection system
Operate and maintain thirty-one (31) sanitary lift stations and approximately 70 miles of
sanitary sewer main
The City contracts with MCES (Metropolitan Council Environmental Services) for
treatment of the waste and does not have a wastewater treatment plant
Sanitary sewer televising
Repair emergency sewer main breaks
Inflow and infiltration
Outcomes
The major costs in the City Sewer Utility Department, aside from personnel, that provides services
to the City are as follows:
Remit to other agencies: The amount budgeted is $1,300,000. This item is the
payment to the MCES for treatment of the sanitary sewer flows.
Utilities: The amount budgeted is $90,000. This item pays for the power to run the lift
stations within the City.
Repair and Maintenance of Sewers: The amount budged is $70,000. This item paysforthemaintenanceandupkeepofthesewersystemandliftstations.
74
CITY OF CHANHASSEN
2009 BUDGET
ENTERPRISE FUNDS
701 Sewer Enterprise Fund Operations
2007 2008 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET
REVENUE
CHARGES FOR CURRENT SERVICES
3617 Engineering General 0.0%
3660 Sewer Customers 2,102,799 2,000,000 2,200,000 10.0%
3662 Utility Penalties 48,948 40,000 45,000 12.5%
3806 Hook-up Fees 284,624 300,000 225,000 (25.0% )
3811 Sewer Surcharge 34,875 20,000 25,000 25.0%
TOTAL CURRENT SERVICES 2,471,245 2,360,000 2,495,000 5.7%
OTHER REVENUE
3801 Interest Earnings 96,035 75,000 75,000 0.0%
3903 Refunds/Reimbursements 17,226 1,000 1,000 0.0%
TOTAL OTHER REVENUE 113,261 76,000 76,000 0.0%
TOTAL REVENUE 2,584,506 2,436,000 2,571,000 5.5%
REVENUE OVER/(UNDER) EXPENDITURES 625,886 542,500 608,900
75
CITY OF CHANHASSEN
2009 BUDGET
ENTERPRISE FUNDS
Sewer Operations
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INCIlDEC}
4010 Salaries & Wages-Reg 212,698 258,000 220,000 (14.7%)
4011 Overtime-Reg 9,366 8,000 10,000 25.0%
4012 Stand-By Pay 6,118 6,500 6,500 0.0%
4020 Salaries & Wages-Temp 12,798 10,000 16,000 60.0%
4030 Contributions-Retirement 31,384 36,500 32,500 (11.0%)
4040 Contributions-Insurance 28,757 35,200 30,000 (14.8%)
4050 Workers Compensation 6,765 5,700 7,200 26.3%
TOTAL PERSONAL SERVICES 307,885 359,900 322,200 (10.5%)
4120 Supplies-Equipment 6,123 6,800 6,800 0.0%
4140 Supplies-Vehicles 5,956 6,000 6,000 0.0%
4150 Maintenance Materials 938 10,000 10,000 0.0%
4160 Chemicals 779 1,500 1,000 (33.3%)
4170 Motor Fuels & Lubricants 15,623 6,500 20,000 207.7%
4210 Books & Periodicals 250 100 (60.0%)
4240 Uniforms & Clothing 2,299 1,800 1,800 0.0%
4260 Small Tools & Equipment 409 2,500 2,000 (20.0%)
TOTAL MATERIALS & SUPPLIES 32,126 35,350 47,700 34.9%
4300 Fees, Services 84,601 30,000 30,000 0.0%
4301 Auditing 6,000 6,000 6,000 0.0%
4310 Telephone 5,578 10,000 7,000 (30.0%)
4320 Utilities 42,521 85,000 90,000 5.9%
4330 Postage 5,170 8,000 7,000 (12.5%)
4340 Printing & Publishing 1,926 8,500 3,000 (64.7%)
4350 Cleaning & Waste Removal 170 500 500 0.0%
4360 Subscriptions & Memberships 377 400 400 0.0%
4370 Travel & Training 3,306 4,500 8,000 77.8%
4410 Rental-Equipment 1,259 1,500 1,500 0.0%
4440 License & Registration 23 250 100 (60.0%)
4483 Insurance-General Liability 13,000 13,000 13,000 0.0%
4509 Remit to Other Agencies 1,380,304 1,200,000 1,300,000 8.3%
4510 Repair & Maintenance-Building 245 1,700 1,700 0.0%
4520 Repair & Maintenance-Vehicles 524 1,800 2,000 11.1%
4530 Repair & Maintenance-Equip 6,963 12,000 12,000 0.0%
4531 Repair & Maintenance-Radios 100 (100.0%)
4551 Repair & Maintenance-Sewer 40,041 75,000 70,000 (6.7%)
4553 Emergency Sewer Repairs 26,600 40,000 40,000 0.0%
TOTAL CONTRACTUAL SERVICES 1,618,'608 1,498,250 1,592,200 6.3%
TOTAL SEWER OPERATIONS 1,958,620 1,893,500 1,962,100
76
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77
CITY OF CHANHASSEN
2009 BUDGET
Commentary
Enterprise Fund - Surface Water Management Fund-720
Mission and Current Services
This fund serves as the financing mechanism for the construction and maintenance of storm
water infrastructure, including storm sewers, storm water ponds and other storm water
improvement projects. The improvements that occur with regard to storm water runoff, water
retention and other water issues will improve the quality of the City's lakes, streams, and ponds.
Budget Highlights
Budgeted expenditures are proposed to decrease by 47.8% from the previous year. The funds
decreased were transferred into capital improvement projects, rather than shown as operating
costs.
Future Trends
As a part of the update of the Surface Water Management Plan, the City has identified high-
priority areas. These priorities are reflected in the capital improvement projects. Additional
priorities have been established to comply with section 1030 of the Clear Water Act including
NPDES and non-degradation requirements.
Outcomes
The budget provides the salary and wages for three (3) full-time positions including the Water
Resources Coordinator, Environmental Resources Coordinator, and Natural Resources
Technician.
Activities include all those related to Forestry, Natural Resources and Water Resources. These
activities include:
Staff to the Environmental Commission
Recycling
Forestry
Arbor Day
Community Gardens
Stormwater Management including drainage complaints
Wetland Permitting
Erosion and sediment control inspection and enforcement
NPDES/MS4 Compliance
TMDL Requirements
78
CITY OF CHANHASSEN
2009 BUDGET
ENTERPRISE FUNDS
720 Surface Water Management Fund
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
REVENUE
PERMITS
3328 Wetland Alteration 855 1,000 1,000 0.0%
TOTAL PERMITS 855 1,000 1,000 0.0%
CHARGES FOR CURRENT SERVICES
3533 Other Grants 0.0%
3660 Sewer Customers 443,673 410,000 450,000 9.8%
3662 Utility Penalties 8,475 7,000 8,000 14.3%
3806 Connection Charges 260,401 350,000 200,000 (42.9%)
TOTAL CURRENT SERVICES 712,549 767,000 658,000 (14.2%)
OTHER REVENUE
3801 Interest Earnings 211,032 150,000 150,000 0.0%
3903 Refunds and Reimbursements 0.0%
TOTAL OTHER REVENUE 211,032 150,000 150,000 0.0%
TOTAL REVENUE 924,436 918,000 809,000 (11.9%)
REVENUE OVER/(UNDER) EXPENDITURES 442,900 345,400 397,875
79
CITY OF CHANHASSEN
2009 BUDGET
ENTERPRISE FUNDS
Surface Water Management Fund
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INCI DEC)
4010 Salaries & Wages-Reg 109,962 128,500 126,000 (1.9%)
4020 Salaries & Wages-Temp 5,000 10,000 100.0%
4030 Contributions-Retirement 14,604 18,200 18,200 0.0%
4040 Contributions-Insurance 16,342 16,100 19,000 18.0%
4050 Workers Compensation 729 800 900 12.5%
TOTAL PERSONAL SERVICES 141,637 168,600 174,100 3.3%
4120 Supplies-Equipment 141 500 5,000 900.0%
4130 Supplies-Program 10,239 1,500 7,500 400.0%
4150 Maintenance Materials 97 20,000 25,000 25.0%
4210 Books and Periodicals 100 200 200 0.0%
4240 Uniforms & Clothing 300 100 (66.7%)
TOTAL MATERIALS & SUPPLIES 10,577 22,500 37,800 68.0%
4300 Fees, Services 316,912 350,000 175,000 (50.0%)
4301 Fees, Financial/Audit 8,000 8,000 8,000 0.0%
4310 Telephone and Communications 279 325 100.0%
4340 Printing & Publishing 194 10,000 2,500 (75.0%)
4360 Subscriptions & Memberships 280 3,500 2,000 (42.9%)
4370 Travel & Training 1,808 4,500 4,500 0.0%
4380 Mileage 348 500 400 (20.0%)
4410 Rental-Equipment 5,000 5,000 0.0%
4483 Insurance-General Liability 1,500 1,500 100.0%
TOTAL CONTRACTUAL SERVICES 329,321 381,500 199,225 (47.8%)
TOTAL EXPENDITURES 481,536 572,600 411,125
80
CITY OF CHANHASSEN
2009 BUDGET
ENTERPRISE FUNDS
720 Surface Water Management Fund
7201 Recycling
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
REVENUE
INTERGOVERNMENTAL REVENUE
3520 Grants-County 1,727 2,000 2,000 0.0%
TOTAL INTERGOVERNMENTAL REV 1,727 2,000 2,000 0.0%
CHARGES FOR CURRENT SERVICES
3650 Sale of Recyclables 52 0.0%
TOTAL CURRENT SERVICES 52 0.0%
TOTAL REVENUE 1,779 2,000 2,000 0.0%
REVENUE OVER/(UNDER) EXPENDITURES (34,555) (49,900) (50,300)
81
CITY OF CHANHASSEN
2009 BUDGET
720 Surface Water Management Fund
7201 Recycling
2008 to
2007 2008 2009 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC
4010 Salaries & Wages-Reg 20,815 21,200 21,800 2.8%
4030 Contributions-Retirement 2,778 3,000 3,200 6.7%
4040 Contributions-Insurance 5,140 5,300 4,900 (7.5% )
4050 Workers Compensation 157 200 200 0.0%
TOTAL PERSONAL SERVICES 28,891 29,700 30,100 1.3%
4130 Supplies-Program 1,964 4,500 4,500 0.0%
4210 Books and Periodicals 100 100 0.0%
4260 Small Tools & Equipment 100 100 0.0%
TOTAL MATERIALS & SUPPLIES 1,964 4,700 4,700 0.0%
4300 Fees, Services 3,000 15,000 15,000 0.0%
4340 Printing & Publishing 2,153 1,700 1,700 0.0%
4350 Cleaning and Waste Removal 66 500 500 0.0%
4360 Subscriptions & Memberships 210 200 200 0.0%
4370 Travel & Training 50 100 100 0.0%
TOTAL CONTRACTUAL SERVICES 5,479 17,500 17,500 0.0%
TOTAL RECYCLING 36,334 51,900 52,300 0.8%
82
CITY OF CHANHASSEN
2009 BUDGET
ENTERPRISE FUNDS
720 Environmental Protection
7202 Reforestation
2007 2008 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET
REVENUE
INTERGOVERNMENTAL REVENUE
3533 Grants-Other 0.0%
TOTAL INTERGOVERNMENTAL REV #DIV/O!
CHARGES FOR CURRENT SERVICES
3640 Community Garden Plot Rental 1,780 1,500 1,500 0.0%
3650 Sale of Recyclables 1,357 1,500 1,500 0.0%
TOTAL CURRENT SERVICES 3,137 3,000 3,000 0.0%
TOTAL REVENUE 3,137 3,000 3,000 0.0%
REVENUE OVER/(UNDER) EXPENDITURES (73,763) (76,800) (77,200)
83
CITY OF CHANHASSEN
2009 BUDGET
720 Surface Water Management Fund
7202 Reforestation
2007 2008 2009
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET
4010 Salaries & Wages-Reg 20,815 21,200 21,800 2.8%
4030 Contributions-Retirement 2,778 3,000 3,200 6.7%
4040 Contributions-Insurance 5,139 5,300 4,900 (7.5%)
4050 Workers Compensation 157 200 200 0.0%
TOTAL PERSONAL SERVICES 28,890 29,700 30,100 1.3%
4130 Supplies-Program 4,339 6,000 6,000 0.0%
4260 Small Tools & Equipment 0.0%
TOTAL MATERIALS & SUPPLIES 4,339 6,000 6,000 0.0%
4300 Fees, Services 41,343 39,500 40,000 1.3%
4320 Utilities/Community Garden 501 1,900 1,900 0.0%
4340 Printing & Publishing 1,223 1,600 1,100 (31.3%)
4360 Subscriptions & Memberships 124 100 100 0.0%
4370 Travel & Training 480 1,000 1,000 0.0%
TOTAL CONTRACTUAL SERVICES 43,670 44,100 44,100 0.0%
TOTAL REFORESTATION 76,900 79,800 80,200 0.5%
84
APPENDIX
85
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86
City of Chanhassen
Public Purpose Expenditure Policy
Every City of Chanhassen expenditure must be valid based upon the public purpose for which it
is purchased and the specific or implied authority found in State Law.
The following are deemed to meet the Council definition of public purpose expenditures:
MEETING FOOD/MEALS
The City Council recognizes that situations in which City business needs to be discussed can and
do occur during meal hours (Le. luncheon meetings). In addition. there are public and employee
meetings and events in which reasonable refreshments may add to the success of the meeting
and/or event and create a more productive work force. The following items are deemed to meet
the Council definition of public purpose expenditures in regards to food and meals.
1. Meals and refreshments are allowed at City meetings and events that have a purpose of
discussing City issues. These meetings would normally have a pre-planned agenda and occur
during normal meal hours.
2. Meals and refreshments are allowed at employee meetings and events that have a purpose of
discussing City issues or are a part of an employee training. These meetings would also
normally have a pre-planned agenda. This does not include routine staff meetings.
3. Meals and refreshments are allowed when they are part of a breakfast/lunch/dinner meeting
for official city business when it is the only practical time to meet. Usually these meals
involve meeting with City councilmembers, committee/commission members, or local
business/fraternal organizations.
4. During official meetings of the City Council, council committees, advisory
boards/commissions, and taskforces.
5. Meals purchased by an employee, councilmember, or agent while at a conference or other
training event may be reimbursed by the City provided that an appropriate receipt is
provided. Such receipt must be itemized and include who the meal was purchased for, and
will specify what was included in the purchase.
6. Reimbursable travel expenses for employees or councilmembers are outlined in the City of
Chanhassen Personnel Policy.
7. The City will not purchase or reimburse any employee, councilmember, or agent for the
purchase of intoxicating liquor or malt beverages.
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The costs of these meals are included within individual department's budgets. These budgets are
approved annually by the City Council as a part of the overall budget approval process which
includes a public hearing on the proposed budget.
MEMBERSHIPS AND DUES
The City Council has determined that the City will fund memberships and dues in professional
organizations and City social and community organizations when the purpose is to promote,
advertise, improve or develop the City's resources and advantages and not solely for personal
interest or gain.
The cost ofthese memberships and dues are included within individual department's budgets.
These budgets are approved annually by the City Council as a part of the overall budget approval
process which includes a public hearing on the proposed budget.
EMPLOYEE REGOGNITION PROGRAM
The City of Chanhassen City Council recognizes the hard work and service performed by the
employees ofthe City of Chanhassen through a formal Employee Recognition Program. The
City Council believes the benefits of attracting, retaining and motivating employees through an
Employee Recognition Program support employee job satisfaction, which in turn impacts
cooperation and productivity. The result is to provide excellent public and customer service to
better serve the interests ofthe citizens ofthe community.
The Employee Recognition Program is considered "additional compensation" for work
performed by employees but is entirely dependent on receiving funding from year-to-year.
1. Service recognition awards shall be given to all regular and full-time employees who have
completed continuous years of service. The following awards have been established:
a. Five (5) years - $25 in selected merchandise
b. Ten (10) years - $50 in selected merchandise
c. Fifteen (15) years - $75 in selected merchandise
d. Twenty (20) years - $100 in selected merchandise
e. Twenty- five (25) years - $150 in selected merchandise
f. Thirty (30) years - $200 in selected merchandise
g. Thirty-five (35) years - $250 in selected merchandise
2. The costs of these recognition awards are included within individual department's budgets.
These budgets are approved annually by the City Council as a part of the overall budget
approval process which includes a public hearing on the proposed budget.
3. The City supports events that are planned and paid for by employees. Examples of such
events include but are not limited to the summer picnic, potluck meals, and holiday parties.
The City Council understands that these events may occur during normal working hours, and
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if approved by the City Manager or his/her designee, employees will not be required to use
vacation or compensatory time for such events.
4. The City Manager has the authority to approve other forms of recognition including issuance
of flex time or compensatory time as he or she sees appropriate.
CREDIT CARD USE
The use of credit cards by any employee otherwise authorized to make purchases on behalf ofthe
City is permitted, provided that purchases made by credit card must comply with all statutes,
rules, and/or Council policy applicable to City purchases. The use of City credit cards shall be
limited to purchases on behalf ofthe City and no other purpose.
CELLULAR TELEPHONES
Practice
The City recognizes that technology is advancing and cellular telephones are becoming a part of
City equipment assigned to certain City employees. In recognition ofthat fact, the City has
adopted a practice governing the use of cellular telephones.
The development ofthis practice will encourage the wise use of available technology for the
benefit of citizens in order to deliver City services in an efficient and cost-effective manner. It
will also establish guidelines for the appropriate and efficient use of cellular telephones by City
personnel.
Guidelines:
The City may purchase cellular telephones for employees who have a business necessity to
telephone others and receive calls while outside of City buildings, or for employees' personal
safety. Cellular telephones are City equipment and are to be used by authorized employees to
conduct business in a professional manner. Employees are responsible for the proper care and
handling of all City equipment in their possession.
Cellular numbers shall not be given out to the general public except by the employee assigned
that number.
Calls will be limited to those that are necessary in order to perform assigned duties based upon
circumstances at that time. Calls that are not urgent will be made by other means. All calls will
be held to the shortest duration possible. Elaborate conversations will be held in person or by
other means.
City employees having access to assigned City-owned cellular telephones during non-business
hours may make necessary personal telephone calls during non-business hours. In return for the
City paying for the basic calling plan, the employee will be required to be available 24 hours a
day, 7 days a week for emergency contact, providing the dollar value of calls does not exceed the
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monthly calling plan rate charged for that particular cellular telephone. Personal use of City-
owned cellular telephones should be kept to an absolute minimum during business hours. If the
calling plan rate is exceeded because of personal calls made during business and/or non-business
hours, the employee shall reimburse the City the dollar value of personal calls that exceed the
calling plan rate. Calling plans shall be selected based on the City's needs and shall not be
adjusted to accommodate personal use by the employee.
Employees must also reimburse the City for all personal cellular calls made where a toll or fee is
charged.
Compliance:
On a monthly basis, cellular telephone bills from each cellular telephone will be submitted to the
Finance Department. If the dollar value of calls does exceed the monthly cellular plan rate, a
summary of personal calls shall be attached to the bill and will include the date of the call, the
time, the number to which the call was made and the signature of the employee who made the
call. Also, a monthly reimbursement form for each cellular telephone (if necessary) will be
submitted to the Department Head. The employee should attach a personal check made payable
to the City of Chanhassen for reimbursement of personal calls made over the calling plan rate.
The Department Head will then:
1. Compare cellular telephone bills against this practice, and
2. Forward the cellular phone bill to the Finance Department.
Safety:
In the interest of safety, if calls are made inside a vehicle, employees are encouraged to bring
vehicle to a complete stop when answering cellular calls. All outgoing calls, whenever practical,
should be made with the vehicle in a stationary position. Hands-free devices shall be used when
available.
Cautionary Note:
Employees should be cognizant that cellular telephone communications are not a secure form of
communication. Sensitive information should be conveyed through a more secure form of
communication.
Assignment of Department Cellular Telephones
Department Heads or the City Manager must pre-approve all calling plans based on departmental
needs.
Adopted by the Chanhassen City Council on November 25, 2002.
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Purchasing Policy
City of Chanhassen, Minnesota
Adopted on
February 10, 2003
Amended on
July 14, 2003
June 26,2006
July 14, 2008
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Section 1. Purchasing Guidelines
1.1 Goals and Objectives
This purchasing manual was created to:
Clarify and reconcile the sometimes confusing requirements of state purchasing
law, departmental procedures, and the finance department processes.
Provide a comprehensive resource book for staff to be effective and efficient
when making purchases.
Standardize purchasing and payment methods to expedite the purchasing
process.
The standards in this manual are minimum standards to ensure fiscal responsibility.
Departments may set more restrictive procedures to meet their own budgetary
accountability.
1.2 ADA Compliance
The City of Chanhassen is subject to the provisions of the Americans with Disabilities
Act (ADA). The Chanhassen City Council adopted an ADA compliance plan which
outlines how the city complies with the Act. In general, the city will consider the needs of
people with disabilities as it purchases equipment and configures work and public
areas.
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Section 1. Purchasing Guidelines
1.3 Quick Reference Guide
Value of Purchase Quotations Needed Payment Request Approvals Needed Prior
Options to PurchasinQ
Less than $100 None Petty Cash Department Yes
Credit Card Finance No
Check Request City Manager No
City Council No
100-$4,999 Departmental Discretion Credit Card Department Yes
Check Request Finance No
Purchase Order City Manager No
City Council No
5,000-$10,000 Two Written Quotes or Check Request Department Yes
RFP's Purchase Order Finance No
City Manager No
City Council No
10,000-$24,999 Two Written Quotes or Check Request Department Yes
RFP's Purchase Order Finance No
City Manager Yes
City Council No
25,000-$99,999 Two Written Quotes or Check Request Department Yes
RFP's Purchase Order Finance Yes
City Manager Yes
City Council Yes
Greater than $100,000 Sealed Bids Check Request Department Yes
Purchase Order Finance Yes
City Manager Yes
City Council Yes
Notes: If a cooperative purchasing agreement is in place, quotations are not needed.
All purchases must be approved as part of the annual budgeting process
or within the CIP.
RFP's are required for contracting services in excess of $25,000 on an annual
basis except from the consultant pool (see RFP section of this document).
The city. manager may delegate authority for approval of agreements less than
25,000 (see Agreement Processing section of this document). Purchases
between $10,000 and $25,000 have to be approved by the City Manager.
The city council has pre-approved payment for utility accounts and payroll
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transfers that occur in the normal course of business even though they may
exceed $25,000. These are contractual accounts for services that are approved
as part of the budget process. The vendors that fall under this situation include
Minnegasco, Northern States Power, Metropolitan Council Environmental
Services, United States Treasury, State of Minnesota, Medica, PERA, and St.
Paul Companies and other similar companies. Any payments to these vendors
that are outside the normal course of business will be presented to the City
Council for individual approval.
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Section 2. Purchasing Practices
2.1 Ethics I Relations with Vendors
The City of Chanhassen holds its employees to the highest ethical standards.
Purchases shall be conducted so they foster public confidence in the integrity of the
city's procurement system, and open and free competition among prospective suppliers.
In keeping with this value, employees should avoid the following practices when making
purchases on behalf of the city:
Circumventing competitive bidding requirements.
Examples of this include:
Splitting purchases so that they can be made through several small purchases.
Using the emergency procedure process when no true emergency exists.
Using a 'sole source' exemption when competition is available.
Denying one or more vendors the opportunity to bid on a contract
Examples of this include:
Using unnecessarily restrictive specifications.
Pre-qualifying bidders on a discriminatory basis.
Removing companies from a bidders list without just cause.
Requiring unnecessarily high bonding.
Giving favored vendors an unfair advantage.
Example of this include:
Providing vendors with information regarding their competition's offers in
advance of a bid opening.
Making information available to favored vendors and not to others.
Giving un-favored vendors inaccurate or misleading information.
Accepting gifts from vendors.
Minnesota Statutes ~471.895 prohibits government employees from receiving
gifts except where they are included as part of the cost of a product, good, or
service provided (such as a meal provided as part of a conference).
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Section 2. Purchasing Practices
2.2 Recycled Content
Environmentally preferable products are goods and services that have a lesser or
reduced effect on human health and the environment when compared with other goods
and services that serve the same purpose. The following is an overview of items that
should be considered prior to making a purchase. Details relating to the items can be
found at the Solid Waste Management Coordinating Board web site at www.swmcb.org.
Office Products - General
Erasable boards - alternative to paper flip charts
Self-stick fax addressing labels - alternative to full-sized fax cover sheets
Electronic software presentations - alternative to transparencies
Solar-powered calculators and other devices - eliminates the need for batteries
Refillable pens, pencils, and tape dispensers - eliminates waste
Reuse file folders and binders - applying new labels extends their usefulness
E-mail - alternative to paper memorandums
Double-sided copies - reduces paper waste
Reusable kitchen dishware - reduces waste
Purchase products in reusable, refillable, or returnable containers -containers
may be sent back to the vendor for reuse
Copy Paper and Envelopes
Recycled content - when possible, purchase 100% post-consumer paper
Chlorine-free paper - buying chlorine-free paper reduces pollution. Choose paper
labeled as 'Processed Chlorine-Free" (PCF)
White and pastel paper - fluorescent colors make copy paper harder to recycle
Purchase white and pastel-colored copy paper - dark colors, plastic windows,
and padding make envelopes harder to recycle
Printing Services
Low volatile organic compounds - choose a printer that uses low-VOC water-
based or agri-based inks and press chemicals
Inks - avoid inks containing heavy metals such as barium, copper! and zinc.
Colors to avoid include fluorescent colors, warm red, and metallics
Glue, Coatings, and Foil Stamping - use glueless bindings and uncoated paper
when possible. Avoid foil stamping and heavy ink coverage
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Office Machines
Copiers - save paper with copiers that feature automatic duplexing and multi-page
printing. Purchase remanufactured copiers and models that can use remanufactured
toner cartridges
Computers and Monitors - choose models that can be easily upgraded
Printers - when possible, choose printers with duplex units to save paper. Look
for models that are certified as star compliant (can cut energy use by more than
65%)
Printer Toner Cartridges - purchase remanufactured toner cartridges from
suppliers that will reuse spent cartridges
Vehicles
Motor Oil - purchase re-refined oil when possible
Antifreeze - purchase extended life antifreeze that is designed to last five
years/150,000 miles or longer
Fuel - the use of 85% ethanol blended fuels (E85) reduces carbon monoxide and
ozone-producing emissions
Plastic Lumber and Treated Wood
Plastic Lumber - alternative to chemically treated wood
Treated Wood - purchase only AGO treated wood
Office Cleaners
Reusable, Returnable Packaging - purchase cleaners in concentrates
Plastic Waste Bags - purchase bags that are made from recycled materials
Paint
Latex Paint - purchase latex paint rather than oil-based paint. Paint should be
10% to 100% post-consumer content
Carpet
Purchase recycled rubber-backed carpet tiles that can be replaced as they wear
Office Furniture and Panels
Remanufactured Furniture - Purchase remanufactured furniture when possible.
When purchasing new furniture, look for recycled content including metal, PVC
and other plastics, pressboard, and fabric.
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Section 3. Authorization
The City of Chanhassen has a decentralized purchasing program where individual
departments are responsible for making their own purchases. There are a few
exceptions including the supplies maintained in the office supply closet, paper and
stationery products, and modular furniture and chairs. The front desk receptionists will
assist staff members who need help with research or purchase of items in cases where
staff are not familiar with particular products.
Payment Authorization Process
1. Determine the need for commodities and services.
2. Research the cost of the purchase and determine proper purchasing alternative.
3. Determine the appropriate account coding and whether there is sufficient funds
available in that budget line item.
4. Forward request to department director or designee for approval. If purchase
exceeds $5,000 and is less than $15,000 approval is needed by City
Manager.
5. Department director forwards request for payment with invoice to the Finance
Department for approval and input into financial accounting system.
6. Finance produces check register for approval by the city manager or his/her
designee and review by city council.
7. Payment is made by the finance department.
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Section 4. Purchasing Alternatives
4.1 Sealed Bids
A formal sealed bid procedure is required for all purchases in excess of $50,000
except professional services.
A published notice of bid is required in the official city newspaper at least seven
days in advance of bid opening. The published notice must state where the plans
and specifications can be obtained by bidders and specifically, where the bid
opening will be held. The notice may also be published on the city's official web
site; however, this publication is in addition to the official newspaper publication.
All bid openings are to be administered by originating department.
The preparation of all specifications are to be the responsibility of the originating
department.
Required authorization for plans and specifications is the responsibility of the
originating department.
The city council must formally approve the bid contract.
The originating department then files the contract with the administration
department.
4.2 State, County and Other Cooperative Purchasing Contracts
State Cooperative Purchasing Contracts - The City of Chanhassen participates in the
State of Minnesota Cooperative Purchasing Venture (CPV). This enables participants to
buy goods and services at a reduced cost under the terms of contracts already
negotiated by the State of Minnesota.
The finance department has access to the releases and listings of
products/services that can be purchased on state contract.
If it is determined that a product/service is on a state contract vendors should be
told that the purchase will be made using that contract. When completing the
purchasing paperwork, note that the purchase is per state contract and indicate the
contract number.
4.3 Quotes
If a purchase is estimated to exceed $10,000 but not to exceed $50,000, the purchase
may be made either by sealed bids or by direct negotiation based upon quotations. If a
purchase is made in this range, staff members are required to obtain at least two written
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quotes. These quotes should be in writing. If the quotes are not written, the requestor
who received the verbal quote must document the quote in writing. All such quotes must
be forwarded to the finance department with the purchasing documents.
4.4 Emergency
Emergency situations may arise where the normal purchasing process cannot be
followed for the procurement of goods and services. An emergency must be a situation
arising suddenly and unexpectedly which requires speedy action essential to health,
safety, and welfare of the community, and not just an inconvenience.
4.5 Request for Proposals (RFP)
RFPs may be used to solicit proposals for professional services. Typical information to
address in RFPs includes:
Background and scope of the project
The project's budget to ensure that the proposals stay within that range.
Proposal requirements should include adequate information to allow for propert
review and evaluation including:
Description of firm and qualifications, including any specialized experience
related to the project.
A list of similar projects the firm has completed.
Project timetables including: estimate of hours, breakdown of hours by
phase, and the city's expectation for a completion date.
e Designation of a firm principal who will be in charge of the project.
Resumes for all staff who will work on the project.
Statement that either no subcontractors are allowed or that all
subcontractors will be identified and are subject to the city's approval.
Estimate of cost to provide the service, outline of fee schedule and
payment schedule.
Description of city's selection process.
City's evaluation criteria, which typically may include:
Quality and thoroughness of the proposal.
Similar past experience and/or expertise.
References
Cost estimate
The following statement must be included: The city reserves the right to
reject any and all proposals, waive all technicalities and accept any
proposal deemed to be in the city's best interest.
Submittal deadline: date, time, project name, and addressee.
Statement: "Proposers are solely responsible for delivery of their
proposals to the city before the deadline. Any proposal received after the
deadline will not be considered and will be returned."
Information about where questions should be directed.
Note: Staff should make sure that all proposers are given the same information.
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Attach a copy of the agreement proposed to be used for the project, including the city's
insurance certificate. The agreement includes provisions to which the firm must agree,
so it is important that they see the agreement up front. It is suggested that the RFP be
submitted to the city attorney for review prior to distribution.
4.6 Leases/Purchases
All lease agreements need approval through the finance department and legal counsel
prior to initiating a lease.
4.7 On-Line Purchases
The following guidelines are recommended for purchasing products over the Internet:
Only purchase from vendors that use secure servers for e-commerce. Most sites
will have a disclaimer, but some do not have the disclaimer language. If in doubt,
either send an e-mail to the vendor or call them.
Ask vendors if they have an 'Extranet" available on their web site as an
alternative to credit card payment. If it is, log on to the Extranet where purchases
may be made using a password. Payment terms are specified by the city
employee at that time. This is the preferred method.
When using a credit card, follow the standard purchasing guidelines that are
used when paying by credit card on the telephone. It is generally safe to use a
credit card on the Internet, but be cautious - see the first item in this subsection.
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Section 5. Payment
The City of Chanhassen uses various processes in making payments for goods and
services.
5.1 Standard Purchase Orders
Purchase orders are used when required by the vendor to acknowledge the city's
request for goods and services. A copy of the purchase order will be sent to the vendor
when requested.
Obtain purchase order numbers from finance department.
Once invoice is received and purchase order complete, return completed
purchase order with invoice attached and authorization for payment to the
finance department.
5.2 Check requests
Used for processing payment for claims list or immediate pay.
If travel advance is needed, a check request may be processed on immediate
payor claims list.
Once invoice is received and check request complete, return completed check
request with invoice attached and authorization for payment to finance
department.
5.3 Immediate Payment
The finance department policy is for bills to be paid on the claims list. For certain
exceptions, immediate pay may be used under the following guidelines:
Immediate pay is for payments that need to be made prior to claims list. Such
items include getting discounts, avoiding late charges (Le.: credit card
payments), purchases requiring payment with order, etc.
Immediate pay checks will be issued weekly. All requests for immediate pay
checks must be submitted to the finance department prior to noon on
Wednesday.
Checks will be issued, mailed, or returned to appropriate department on
Thursdays. Requests for immediate pay may be submitted on a purchase order,
check request, or expense voucher. Return completed form with attachments
and authorization for payment, to the Finance Department.
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5.4 Blanket Purchase Orders, Charge Accounts, and House Accounts
The city uses blanket purchase orders, charge accounts, and house accounts for
frequently used vendors. This process requires submission of receipt with an
account code and department approval. All new open accounts must be
authorized by the requesting department director and finance department.
5.5 Invoices
Invoices must be attached to a completed check request, purchase order, or
expense voucher along with proper authorization. Documentation must be
returned to the finance department to be processed on claims list.
5.6 Statements
The finance department tracks all statements-reviewing for old invoices or
credits. For vendors where the city has open accounts, the finance department
only pays once a month after matching invoices to the statement.
All statements are to be mailed directly to the finance department.
5.7 Account Coding
All requests for payment including check request, purchase order, or expense voucher
must have an eleven digit code to process payment. Refer to department budget for
reference of line item code
Helpful hints for completing payment process:
Eleven digit code -101 (fund) 1120 (department or project) 4210 (office supplies)
Description - specific description of up to 30 characters.
Vendor address line -limited to four lines.
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Invoice Number - important to prevent duplicate payment.
Computer generated material preferred. Handwritten is acceptable if legible.
Open account slips - indicate eleven digit financial code.
Request for new business unit or object code.
5.8 Petty Cash
Used for reimbursement to employees for items $100 or less for expenditures
made on behalf of the city.
An expense voucher must be completed, with a receipt attached, with proper
departmental authorization obtained prior to reimbursement.
Employee must provide a signature for reimbursement from the finance
department.
5.9 Guidelines for Payment Processing
Invoices must be attached to the check request, purchase order, or expense
voucher.
Processing of payments on claims are due according to the schedules that are
distributed to city staff at the beginning of each year.
Immediate pays are due by noon on Wednesday in the finance department, with
checks issued the following day.
All requests for payments must have eleven digit code to process payment. Refer
to department budget line item codes for proper coding.
All statements must be sent to the finance department.
5.10 Credit Cards
The city will issue credit cards to certain individuals to allow for more efficient
purchasing and to make purchases at businesses that no longer allow open accounts.
To assist the finance department in ensuring consistency, accuracy. and thoroughness,
the following are procedures to be followed for credit card use:
Credit cards must be obtained from the finance department.
Cards will be distributed to those departments that can demonstrate a need, such as
efficiency or because vendors do not allow open accounts.
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The cards will be issued to departments with transaction and balance limits. No cash
advances are allowed on the credit cards.
The responsible person will review the credit card statement each month and code each
expenditure, which needs to be signed by the department director and forwarded to the
finance department.
5.11 Electronic Funds Transfer
Electronic Funds Transfer may be required in some cases to complete a business
transaction. The funds are transferred electronically from the parties bank accounts.
Some instances may include transactions with the State of Minnesota, a federal agency,
another local government, or a closing agent in the purchase or sale of real estate.
These transactions need to follow the same guidelines for payment p~ocessing in
Section 5.9.
5.12 Expense Reimbursement
Expense vouchers are required for reimbursement to employees of city-related
expenses on a monthly basis. (Sample expense voucher on page 32) If larger expenses
are incurred, more than one voucher may be reimbursed in one month. All expense
vouchers must contain proper account codes, department approval, and receipts must
be attached where applicable. Expense vouchers greater than $50 will be reimbursed
by check issued on the next immediate pay check run.
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Section 6. Agreement Processing
Agreement Forms
Agreements need to be reviewed by the city attorney unless they follow a previously
used format such as Contracts for Private Redevelopment. However, if attachments to
the agreement modify the agreement or provide new terms, the agreement should be
reviewed by the city attorney. The city attorney's review must occur prior to submission
for a council agenda and/or signatures.
The city attorney must review an agreement if it is written on the other party's
form, or if a special agreement is being drafted.
Please note: These provisions apply to ALL agreements, including maintenance
agreements, service contracts, etc.
Authorization Levels
The city manager is authorized to sign agreements up to $25,000 in value.
Council authorization is required where a contract exceeds $25,000, and the
agreement must be signed by the mayor and the city manager.
Where council authorization is required, a copy of the agreement must be
included with the council Letter.
Transmittal Form/Signatures
Once the agreement is approved, the other party should submit the original of the
agreement for signatures (as many original copies can be submitted as required,
but the city requires one original copy for the central agreement file). The
agreement packet must include the agreement, any required bonds, and the
certificate of insurance.
A transmittal form-available from the administration department-(sample
agreement and transmittal form) must be completed and routed to the city
attorney with the agreement packet. After the city attorney approves the packet,
the agreement should be forwarded to the city manager and the mayor
depending on the contract amount) for signatures. The originating department is
responsible for circulating the agreement for signatures.
Be sure to note on the transmittal form the date the insurance expires, and any
special conditions, for instance, if the agreement calls for performance by a
specific date. The transmittal form should also note the termination date of the
agreement (either a specific date, when a condition is met, or that it is an ongoing
agreement).
Original to Administration
The central agreement file is maintained by administration. Once the agreement
has been fully executed, the ORIGINAL must be submitted to the administration
department for placement in the central file. The originating department may
keep a copy of the agreement for the department file.
The administration department assigns agreement numbers.
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Section 7. Capital Outlay And Fixed Assets
7.1 Capitalization Threshold
Capital outlay purchases are for items costing more than $5,000, are a tangible asset,
and have a life expectancy of more than one year. These items must be included in
each department budget in expense account 4701-4762. It should be noted that
delivery charges and sales tax must be included as a cost of the item purchased when
determining if the purchase is a capital outlay item.
If the individual purchase is greater than $5,000 the item is a capital outlay purchase
and now should become a recorded fixed asset. The amount to record for that fixed
asset would be any charge "to place the asset in its intended location and condition for
use." For example if the city were to purchase a street vehicle, all of the following would
be considered part of that asset: the vehicle, warning lights, decals, delivery charges,
sales tax, licensing, and any other costs to put the asset into its usable condition. Like
items that are used together, for example - meeting room chairs, that are used together
7.2 Acquisition
When a fixed asset is purchased, a fixed asset form needs to be filled out by the
department making the purchase. The forms are kept in the finance department. The
form should be completed when the entire cost of the asset can be supported by vendor
invoices. The total of these vendor invoices should be the amount recorded for that
asset. It should also be noted that all acquisitions should follow the city's capital
replacement schedule when applicable.
7.3 Tracking and Transfer
Once the asset is recorded on the city's financial accounting system, it is the
responsibility of the assigned department to notify the finance department of any assets
that have been transferred to a different department. This needs to be done by filling out
a fixed asset form with the required information. In addition, at the end of the year, a
physical count of all fixed assets will need to be done by each department assigned
assets. This count will be done at or near the end of the calendar year. Each
department will be provided a list of assigned assets by the finance depaQment. The
count will then be made by the department with any discrepancies noted on the list
provided.
7.5 Deletion or Disposal of Fixed Assets
When an asset is sold or disposed of the assigned department must complete a fixed
asset form with the required information in order for the finance department to remove
the asset from the financial accounting system. This includes items that are disposed of
with no sale or trade value. Once again disposals should follow the capital replacement
policy of the city.
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Section 8. Disposal of Surplus Property
8.1 Auction
The city disposes of surplus equipment through public sale in accordance with council
policy. Throughout the year the city collects items to be sold at public auction and sends
them to an auctioneer with a description and number of items to be sold, and makes
arrangements for those items to be transported.
The auction house will forward a tabulation of the bids received along with payment.
The information is reviewed by the equipment manager and then the payment is
forwarded to the finance department.
A fixed asset removal form must be filled out when an item sold at auction was listed on
the fixed asset system.
8.2 Computer Equipment
When a piece of computer equipment has reached the end of its useful life with the city,
it may be disposed of in one of the following ways:
Sealed bids;
Donation to non-profit or governmental agency (city manager approval required);
Sell through auction;
Recycle through computer recycling vendor;
Dispose of as waste (unless it contains hazardous material) if the disposal cost is
less than $100;
There may be costs associated with recycling or disposal of certain computer
equipment such as eRTs in which case purchasing guidelines should be
followed.
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