2012 Budget2012 Annual Budget
City of Chanhassen, MN
Adopted December 12, 2011
Todd Gerhardt, City Manager
Greg Sticha, Finance Director
CITY OF CHANHASSEN
2012 BUDGET
Table of Contents
Authorizing Resolution ....................................................... ..............................1
TaxLevy Chart ................................................................. ............................... 2
General Fund Expenditures ............................................... ..............................3
General Fund Revenues ................................................... ..............................4
General Government
Legislative.............................................................. ............................... 6
Administration........................................................ ...............................8
Finance.................................................................. .............................10
Recreation Center ................................................ ...............................
Legal...................................................................... .............................12
Lake Ann Park Operations ................................... ...............................
Property Assessment ............................................. .............................14
Park Maintenance ................................................ ...............................
Management Information Systems (MIS) .............. .............................16
Senior Citizens Center ......................................... ...............................
CityHall ................................................................. .............................18
Recreation Programs ............................................. .............................58
Elections.............................................................. ...............................20
Library Building .................................................... ...............................22
Public Safety
Police Administration ........................................... ............................... 24
Fire Prevention and Administration ........................ .............................26
Code Enforcement ................................................. .............................28
CommunityService .............................................. ............................... 30
Public Works
Engineering.......................................................... ............................... 32
Street Maintenance .............................................. ............................... 34
Street Lighting & Signals ..................................... ............................... 36
CityGarage .......................................................... ............................... 38
Community Development
Planning Commission .......................................... ............................... 40
Planning Administration ....................................... ............................... 42
Senior Commission ................................................ .............................44
Park and Recreation
Park and Recreation Commission ......................... .............................46
Park and 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
Recreation Sports ................................................ ...............................
62
CITY OF CHANHASSEN
2012 BUDGET
Table of Contents (Continued)
Special Revenue Funds ................................................... .............................65
10% Fund ............................................................ ............................... 66
CableTV Fund ....................................................... .............................68
EnterpriseFunds ............................................................ ............................... 71
WaterUtility Fund ................................................ ............................... 72
SewerUtility Fund .................................................. .............................76
Surface Water Management Fund ....................... ............................... 80
Appendix
Public Purpose Expenditure Policy ................................... .............................89
PurchasingPolicy ............................................................. .............................93
CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, M NNESOTA
DATE: December 12, 2011 RESOLUTION NO: 2011 -68
MOTION BY: McDonald SECONDED BY: Tiornhom
A RESOLUTION ADOPTING THE 2012 BUDGET AND CIP, AND
ESTABLISHING TAX LEVIES FOR 2011, COLLECTIBLE IN 2012
WHEREAS, the City Council has examined the budgetary and tax levy needs for
Chanhassen for the calendar year 2012 through detailed public budget meetings; and
WHEREAS, the Public Budget meeting was held on December 5 2011, to receive public
input into the budget and tax levy for 2012;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Chanhassen
that the 2012 Budget for the City of Chanhassen is adopted with revenue and expenditure amounts
for the General Fund of $9,616,600, Special Revenue Funds of $18,700, and $102,900 respectively
which are detailed in the 2012 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
total tax levy of $10,153,690 for 2012; and
BE IT FURTHER RESOLVED that the City Council of the City of Chanhassen adopts a
tax levy of $800,000 for the purpose of equipment upgrades and purchases for 2012; and
BE IT FURTHER RESOLVED that the City Council 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 Council adopts a Capital Improvement
Program for years 2012 -2016 in the total amount of $73,479,100.
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 2011 for collection in 2012, as set forth in the attached Tax
Levy Certification document.
Passed and adop d by the Chanhassen City Council this 12th day of December, 2011.
ATTEST:l/- '
Todd G ardt, City Manager Thomas A. Furlong, Mayor
YES NO ABSENT
Furlong Ernst
Laufenburger
McDonald
Tjornhom
CITY OF CHANHASSEN
TAX LEVY
2012 Budget
TAX CAPACITY BASED TAX LEVY
General Fund
Capital Replacement Fund (for equipment)
Pavement Mgmt Fund (Sealcoating)
General Obligation Debt (212 Bonds)
Audubon /Revolving Assess Fund /EDA
Public Works Facility
Potential Fire Station
Debt of Other Agencies (EDA)
TOTAL TAX CAPACITY BASED TAX LEVIES
2011 2012 Percent
Levy Levy Increase
7,508,200 7,434,500 0.98%
750,000 800,000 6.67%
200,000 200,000 0.00%
336,800 335,900
0.27%
256,570 437,842 70.65%
594,000 593,800 0.03%
0 100.00%
126,420 100.00%
9,771,990 9,802,042 0.31%
MARKET VALUE TAX LEVY
Library Referendum
TOTAL MARKET VALUE TAX LEVY
495,400 351,648 - 29.02%
495,400 $351,648 - 29.02%
Use of cash reserves to buy down debt levies
TOTAL TAX LEVY
Dollar Increase
0 $0
10,267,390 $10,153,690 - 1.11%
113,700
E
CITY OF CHANHASSEN
2012 BUDGET
Expenditures
GENERAL GOVERNMENT
1110 Legislative
1120 Administration
1130 Finance
1140 Legal
1150 Property Assessment
1160 MIS
1170 City Hall
1180 Elections
1190 Library Building
TOTAL
LAW ENFORCEMENT
1210 Police Administration
1220 Fire Prevention & Admin
1250 Code Enforcement
1260 Community Service
1550
TOTAL
PUBLIC WORKS
1310 Engineering
1320 Street Maintenance
1350 Street Lighting & Signals
1370 City Garage
1550
TOTAL
COMMUNITY DEVELOPMENT
1410 Planning Commission
1420 Planning Administration
1430 Senior Commission
TOTAL
PARK & RECREATION
1510 Park & Rec Commission
1520 Park & Rec Administration
1530 Recreation Center
1540 Lake Ann Park Operations
1550 Park Maintenance
1560 Senior Citizens Center
1600 Recreation Programs
1700 Self- Supporting Programs
1800 Recreation Sports
TOTAL
Total Operational Expenditures
Transfer for Roads
TOTAL GENERAL FUND
Personal Materials Contractual Capital 2012 2011 2010
Services Supplies Services Outlay Total Total Change Actual
32,300 100 68,800 101,200 108,300 6.56%99,774
407,900 500 66,600 475,000 466,000 1.93%464,177
231,800 200 47,800 200 280,000 281,600 0.57%270,019
145,000 145,000 142,000 2.11%142,333
112,600 112,600 112,100 0.45%111,432
179,500 1,900 75,500 256,900 254,600 0.90%237,908
72,800 42,300 292,700 407,800 408,400 0.15%399,437
22,500 9,600 32,100 28,200 13.83%42,295
3,000 119,100 122,100 127,300 4.08%113,803
946,800 48,000 937,700 200 1,932,700 1,928,500 0.22%1,881,179
66,400 1,509,800 1,576,200 1,654,900 4.76%1,585,423
515,000 45,600 202,000 762,600 745,800 2.25%716,057
590,700 5,100 16,300 612,100 608,300 0.62%599,693
59,500 4,500 11,800 75,800 74,200 2.16%71,823
1,231,600 55,200 1,739,900 3,026,700 3,083,200 1.83%2,972,996
549,700
663,500
1,300
139,600
30,600
29,700
581,600
832,800
573,000
823,400
1.50%
1.14%
542,971
851,568
267,000
1,480,200
2,000
159,400
302,300
337,900
86,100
484,300
4,500
4,500
339,900
517,000
345,400
503,000
1.59%
2.78%
317,578
473,988
2,271,300 2,244,800 1.18%2,186,104
410,500
22,800
433,300
200
400
600
4,000
12,000
9,700
25,700
4,200
422,900
32,500
4,200
418,400
32,300
0.00%
1.08%
0.62%
2,928
390,600
30,841
459,600 454,900 1.03%424,369
129,700
213,000
8,700
749,000
45,400
173,700
32,900
13,200
1,365,600
200
600
46,200
7,200
79,900
3,300
19,100
7,700
8,500
172,700
2,600
7,400
85,100
45,900
90,300
21,000
94,700
37,000
384,000
4,000
4,000
2,800
137,700
344,300
61,800
923,200
69,700
287,500
77,600
21,700
2,200
137,300
353,900
62,100
898,300
69,000
282,000
82,000
19,400
27.27%
0.29%
2.71%
0.48%
2.77%
1.01%
1.95%
5.37%
11.86%
2,526
134,139
308,610
53,102
928,882
69,111
274,330
61,864
21,780
1,926,300 1,906,200 1.05%1,854,343
5,457,500 578,800 3,571,600 8,700 9,616,600 9,617,600 0.01%9,318,991
9,616,600 1 9,617,600 1 0.01%9,318,991
CITY OF CHANHASSEN
2012 BUDGET
REVENUE
101 General Fund
ACCOUNT DESCRIPTION
2010
ACTUAL
2011
BUDGET
2011
PROJECTED
2012
BUDGET
Inc Over
PY Budget
GENERAL PROPERTY TAX
240,028 180,000 180,000 180,000
3305
3010 Current Property Tax 7,097,455 7,508,200 7,508,200 7,434,500 1.0%
3002 Allowance for Delinquent Taxes 300,000) 300,000)200,000)
40,012
3011 Delinquent Property Tax 210,523 130,000 130,000 180,000
1,400
3041 MVHC
15,000
3090 Other Property Taxes
6,500
3500 Local Government Aid
3330
TOTAL GENERAL PROPERTY TAX 7,307,978 7,338,200 7,338,200 7,414,500 1.0%
LICENSES
3390 Misc. Permits 2,625
3203 Dog Kennel
619 800 800 800
756,200
3205 Dog or Cat 9,169
3213 Solicitor 950 700 700 1,000
3226 Liquor On and Off Sale 95,954 90,000 90,000 90,000
3230 Rental Housing Licenses 12,450 34,000 34,000
3284 Rubbish 4,200 3,000 3,000 4,000
TOTAL LICENSES 123,342 128,500 128,500 95,800 25.4%
PERMITS
3301 Building 480,125 380,000 380,000 380,000
3302 Plan Check 240,028 180,000 180,000 180,000
3305 Heating & A/C 101,549 80,000 80,000 80,000
3306 Plumbing 60,579 65,000 65,000 65,000
3307 Trenching 40,012 25,000 25,000 30,000
3308 Gun 1,320 1,400 1,400 1,400
3309 Sprinkler 10,423 15,000 15,000 11,000
3311 Sign 6,115 7,500 7,500 6,500
3320 Stable 210 300 300 300
3330 Elec Permit App Forms
3331 Firework's Application Fee 225
3390 Misc. Permits 2,625 2,000 2,000 2,000
TOTAL PERMITS 943,210 756,200 756,200 756,200
0.0%
FINES & PENALTIES
3401 Traffic & Ordinance Violation 117,899 125,000 125,000 125,000
3402 Vehicle Lockouts 1,746 2,500 2,500 2,500
3404 Dog/Cat Impound 3,789 4,000 4,000
3405 Other Fines and Penalties 175
TOTAL FINES & PENALTIES 123,609 131,500 131,500 127,500 -3.0%
INTERGOVERNMENTAL REVENUE
3503 Reimbursement from School District 41,941 45,000 45,000 45,000
3509 Other Shared Taxes 125,349 130,000 130,000 125,000
3510 Grants -State 110,223 90,000 90,000 100,000
TOTAL INTERGOVERNMENTAL REV 277,513 265,000 265,000 270,000 1.9%
4
CITY OF CHANHASSEN
2012 BUDGET
REVENUE
101 General Fund
2010 2011 2011 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET PROJECTED BUDGET
CHARGES FOR CURRENT SERVICES
Inc Over
PY Budget
3601 Sale of Documents 3,034 1,000 1,000 1,500
3602 Use & Variance Permits 6,545 10,000 10,000 7,000
3603 Rezoning Fees 500 2,000 2,000 500
3604 Assessment Searches 270 500 500 400
3605 Plat Recording Fees 1,650 3,000 3,000 2,000
3607 Election Filing Fees 20
3613 Misc. - General Government 3,191 5,000 5,000 3,200
3614 Admin. Charge -2% Constr.49,042 20,000 20,000 40,000
3615 Admin. Charge -5% Street Re- Constr.16,664 30,000 30,000 60,000
3615 Admin. Charge -5% Utility Projects 20,701 20,000 20,000
3617 Engineering General 30
3619 Investment Management Fee 75,000 75,000 75,000 75,000
3629 Misc. - Public Safety 11,865 10,000 10,000 11,500
3630 Recreation Program Fees 33,799 40,000 40,000 35,000
3631 Recreation Center 227,487 230,000 230,000 230,000
3633 Park Equipment Rental 150 300 300 300
3634 Park Facility Usage Fee 12,521 14,000 14,000 14,000
3635 Watercraft Rental 5,467 4,500 4,500 5,000
3636 Self- Supporting Programs 55,066 97,000 97,000 93,600
3637 Senior Programs 28,801 30,000 30,000 30,000
3638 Food Concessions 10,212 12,000 12,000 12,000
3639 Misc. -Park & Rec.1,165 1,200 1,200 1,200
3641 Youth Sport Donation
3642 Recreation Sports 29,713 31,000 31,000 31,000
3649 Misc.-Public Works 2,100 5,000 5,000 2,000
3651 Merchandise Sales 1,911 1,500 1,500 1,500
3670 Internment Fee 50
TOTAL CURRENT SERVICES 596,952 643,000 643,000 656,700
2.1%
OTHER REVENUE
3801 Interest Earnings 37,575 100,000 100,000 60,000
3802 Equipment Rental & Sale 195,623 180,000 180,000 150,000
3803 Building Rental 5,420 5,000 5,000 5,000
3804 Land Sale 7,400
3807 Donations 35,285 25,200 25,200 31,400
3816 SAC Retainer 2,479 5,000 5,000 3,000
3818 Sur -Tax Retainer 629 1,000 1,000 1,000
3820 Misc. Other Revenue 317 1,000 1,000 500
3903 Refunds /Reimbursements 107,415 38,000 38,000 45,000
3980 Cash Short/Over 4
TOTAL OTHER REVENUE 392,147 355,200 355,200 295,900 - 16.7%
TOTAL GENERAL FUND REVENUE 9,764,750 9,617,600 9,617,600 9,616,600 0.0%
TOTAL GENERAL FUND EXPENDITURES 9,616,600
NET LEVY REMAINING (Use of Gen Fund Reserves)
5
CITY OF CHANHASSEN
2012 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 also serves as the Economic Development Authority, and appoints members to
various boards and commissions such as the Planning Commission, Park and Recreation
Commission, Senior Commission and other advisory groups.
Budget Highlights
The 2012 budget reflects a decrease of $7,100 (6.6 %). Decreases were achieved by moving all
postage expenses to the Administration budget.
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
0
CITY OF CHANHASSEN
2012 BUDGET
101 General Fund
1110 Legislative
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4020 Salaries & Wages -Temp
4030 Contributions- Retirement
4050 Workers Compensation
TOTAL PERSONAL SERVICES
4210 Books & Periodicals
TOTAL MATERIALS & SUPPLIES
4300 Fees, Services
4330 Postage
4340 Printing & Publishing
4360 Subscriptions & Memberships
4370 Travel & Training
4375 Promotional Expense
4933 Sales Tax
32,300
TOTAL CONTRACTUAL SERVICES
TOTAL LEGISLATIVE
28,850 30,000 30,000 0.0%
2,048 2,200 2,200 0.0%
78 100 100 0.0%
30,976 32,300 32,300 0.0%
200 100 50.0 %)
200 100 50.0 %)
1,383 2,000 2,000 0.0%
6,800 100.0 %)
34,821 36,000 36,000 0.0%
23,918 25,000 25,000 0.0%
3,364 5,000 4,500 10.0 %)
5,309 1,000 1,300 30.0%
3 0.0%
68,798 75,800 68,800 9.2 %)
99,774 108,300 101,200 6.6 %)
7
CITY OF CHANHASSEN
2012 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 2012 budget reflects an increase of $9,000 (1.9 %) from the 2011 budget. All postage
expenses for the City are now included in this budget.
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) Administrative Support Specialists.
Staff specifically provides support for the City Council and City Manager by producing the City
communications such as the website, Chanhassen Connection, electronic message sign and
Cable Channel 8, as well as overseeing City Council and Commission packets.
Other significant expenses within Administration include oversight of rental of City property, such
as cell tower leases.
Revenues
This department generates revenue through rental of City owned property, such as cell tower
leases. Fees paid for inspections of cell tower equipment are recuperated.
E
CITY OF CHANHASSEN
2012 BUDGET
101 General Fund
1120 Administration
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/ DEC
4010 Salaries & Wages -Reg
4020 Salaries & Wages -Temp
4030 Contributions - Retirement
4040 Contributions- Insurance
4050 Workers Compensation
TOTAL PERSONAL SERVICES
314,601 319,300 323,000 1.2%
220 1,000 1,000 0.0%
44,264 47,800 48,100 0.6%
31,637 35,800 35,300 1.4 %)
445 700 500 28.6 %)
391,167 404,600 407,900 0.8%
4120 Supplies- Equipment 21 200 200 0.0%
4130 Supplies- Program 7 100 100 0.0%
4210 Books & Periodicals 200 200 0.0%
TOTAL MATERIALS & SUPPLIES 29 500 500 0.0%
4300 Fees, Services 15,910 7,000 7,000 0.0%
4310 Telephone 3,427 4,000 4,000 0.0%
4320 Utilities 26 0.0%
4330 Postage 22,652 16,000 23,000 43.8%
4340 Printing & Publishing 71 1,000 300 70.0 %)
4360 Subscriptions & Memberships 3,079 4,500 4,300 4.4 %)
4370 Travel & Training 8,415 8,000 8,000 0.0%
4380 Mileage 5,100 5,500 5,500 0.0%
4410 Rental- Equipment 13,587 14,500 14,500 0.0%
4530 Repair & Maintenance -Equip 300 100.0 %)
4807 Property Tax Expense
711 100 100.0 %)
4933 Sales Tax 4 0.0%
TOTAL CONTRACTUAL SERVICES 72,982 60,900 66,600 9.4%
4703 Office Equipment 0.0%
TOTAL CAPITAL OUTLAY 0.0%
TOTAL ADMINISTRATION 464,177 466,000 475,000 1.9%
6
CITY OF CHANHASSEN
2012 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, Assistant Finance Director, and two accounting clerks one of which is shared
with the Fire Department.
Budget Highlights
The 2012 budget reflects a small decrease of $1,600 (.6 %). There were no significant changes in
the budget from 2011 to 2012.
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 $35,000 - $40,000 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 $450.
10
CITY OF CHANHASSEN
2012 BUDGET
101 General Fund
1130 Finance
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4010 Salaries & Wages -Reg
4030 Contributions- Retirement
4040 Contributions- Insurance
4050 Workers Compensation
4060 Unemployment
231,800TOTALPERSONALSERVICES
4120 Supplies- Equipment
4210 Books & Periodicals
TOTAL MATERIALS & SUPPLIES
177,992 178,200
25,305 26,600
24,002 27,900
254 400
227,553 233,100
100
200
178,700 0.3%
26,600 0.0%
26,100 6.5 %)
400 0.0%
0.0%
231,800 0.6 %)
100 0.0%
100 0.0%
200 0.0%
4300 Fees, Services 10,764 7,000 11,000 57.1%
4301 Fees, Financial /Audit 27,429 32,000 29,000 9.4 %)
4310 Telephone and Communications 671 500 700 40.0%
4330 Postage 200 100.0 %)
4340 Printing & Publishing 243 1,800 1,000 44.4 %)
4360 Subscriptions & Memberships 465 400 500 25.0%
4370 Travel & Training 2,890 6,100 5,500 9.8 %)
4530 Repair & Maintenance -Equip 100 100 0.0%
4933 Sales Tax 4 0.0%
TOTAL CONTRACTUAL SERVICES 42,466 48,100 47,800 0.6 %)
4703 Office Equipment 200 200 0.0%
TOTAL CAPITAL OUTLAY 200 200 0.0%
TOTAL FINANCE 270,019 281,600 280,000 0.6 %)
11
CITY OF CHANHASSEN
2012 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 (personnel /labor, bond counsel, EDA). The City uses consultative
attorney services with general service costs paid on a fixed fee basis.
Budget Highlights
The legal services budget was increased by $3,000 (2.1 %) to reflect actual spending. Legal
spending typically fluctuates with development.
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 most City Council meetings.
12
CITY OF CHANHASSEN
2012 BUDGET
101 General Fund
1140 Legal
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/ DEC
4302 Fees, Legal 142,163 142,000 145,000
2.1%
4340 Printing & Publishing 170 - - 0.0%
TOTAL CONTRACTUAL SERVICES 142,333 142,000 145,000 2.1%
TOTAL LEGAL 142,333 142,000 145,000 2.1%
13
CITY OF CHANHASSEN
2012 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 Property Assessment budget was increased by $500 (.4 %) for 2012. This minor adjustment
was made to accommodate additional parcels in the City.
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 and Hennepin County
for service in 2012. The City contracts 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
2012 BUDGET
101 General Fund
1150 Property Assessment
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/ DEC
4300 Fees, Services 111,272 112,000 112,500 0.4%
4340 Printing & Publishing 160 100 100 0.0%
TOTAL CONTRACTUAL SERVICES 111,432 112,100 112,600 0.4%
TOTAL PROPERTY ASSESSMENT 111,432 112,100 112,600 0.4%
I
CITY OF CHANHASSEN
2012 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 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 2012 MIS department budget reflects a .9% increase. There was a slight increase in
professional services due to increases in software maintenance fees. 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. The City's primary financial application provided by Springbrook Software is
scheduled for a major upgrade in 2012. The City's permitting software will be migrated to the
Springbrook platform later that year.
Future Trends
Existing network servers will continue to 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 and resources. In addition, data storage for these
network servers was consolidated through the deployment of storage area network appliances.
The two technologies will work together to provide the City with redundant network resources.
The same technology will be utilized to virtualize some low usage PC's.
Storage needs are anticipated to grow significantly due to the addition of scanned building drawing
images and sewer televising video files. Additional storage capacity is being added in 2012 to
accommodate this growth.
The City is participating with Carver County and other agencies on a joint fiber optical network.
The construction phase of this project began in the spring of 2011 and is expected to be
completed in late 2012 or early 2013. When fully implemented, there is the potential for cost
savings with internet and web services, and for the sharing of network resources. Initial
collaboration would be the placement of redundant City storage at the County data center in
Cologne.
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
MIS budget supports the maintenance of all software utilized by staff for their support of City
projects and functions as well as all the required network equipment. Major software agreements
include financial applications, permitting, document imaging and various network support utilities.
Some of these expenditures are included in the capital budget accounts.
16
CITY OF CHANHASSEN
2012 BUDGET
101 General Fund
1160 Management Information Systems (MIS)
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/ DEC
4010 Salaries & Wages -Reg 137,201
4030 Contributions- Retirement 19,722
4040 Contributions- Insurance 16,919
4050 Workers Compensation 196
177,400TOTALPERSONALSERVICES174,037
4150 Maintenance Materials 1,196
4210 Books & Periodicals 290
4220 Software Licenses
4260 Small Tools & Equipment 160
2,400TOTALMATERIALS & SUPPLIES 1,647
4300 Fees, Services 44,116
4310 Telephone 2,122
4320 Utilities 4,559
4370 Travel & Training 5,186
4530 Repair & Maintenance -Equip 5,638
4933 Sales Tax 602
74,800TOTALCONTRACTUALSERVICES62,224
4703 Office Equipment
TOTAL CAPITAL OUTLAY
TOTAL M.I.S. 237,908
137,000 139,100 1.5%
20,500 20,600 0.5%
19,600 19,500 0.5 %)
300 300 0.0%
177,400 179,500
1.2%
1,300 1,300 0.0%
600 300 50.0 %)
0.0%
500 300 40.0 %)
2,400 1,900 20.8 %)
52,800 53,500 1.3%
1,900 2,200 15.8%
8,100 8,800 8.6%
7,000 6,000 14.3 %)
5,000 5,000 0.0%
0.0%
74,800 75,500 0.9%
0.0%
0.0%
254,600 256,900 0.9%
OVA
CITY OF CHANHASSEN
2012 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 decreased by $600 (.1 %) over the 2011 budget. Changes include a reduction in
telephone expenses due to the discontinuation of some lines and a reduction in utilities to reflect
actual spending.
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 ($178,000). This
item includes property insurance, auto insurance, various risk coverages, and terrorism insurance.
Another significant expense is the cost of utilities for City Hall.
CITY OF CHANHASSEN
2012 BUDGET
101 General Fund
1170 City Hall
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC)
4010 Salaries & Wages -Reg 51,811 51,300 52,000 1.4%
4011 Overtime -Reg 5,080 3,500 3,500 0.0%
4030 Contributions- Retirement 8,241 7,700 8,200 6.5%
4040 Contributions - Insurance 6,423 7,400 7,400 0.0%
4050 Workers Compensation 1,550 1,600 1,700 6.3%
TOTAL PERSONAL SERVICES 73,106 71,500 72,800 1.8%
4110 Supplies -Office 38,184 37,000 37,000 0.0%
4120 Supplies- Equipment 321 1,000 100 90.0 %)
4130 Supplies- Program 48 0.0%
4140 Supplies - Vehicles 500 800 60.0%
4150 Maintenance Materials 3,807 4,000 4,000 0.0%
4260 Small Tools & Equipment 1,057 400 400 0.0%
TOTAL MATERIALS & SUPPLIES 43,416 42,900 42,300 1.4 %)
4300 Fees, Services 10,480 9,000 11,000 22.2%
4310 Telephone 9,844 12,000 10,500 12.5 %)
4320 Utilities 36,630 50,000 46,000 8.0 %)
4350 Cleaning & Waste Removal 32,571 33,000 33,000 0.0%
4370 Travel & Training 1,542 200 200 0.0%
4440 License & Registration 100 100 0.0%
4483 Insurance - General Liability 180,380 176,000 178,000 1.1%
4510 Repair & Maintenance - Building 6,117 10,000 8,000 20.0 %)
4520 Repair & Maintenance - Vehicles 20 400 600 50.0%
4530 Repair & Maintenance -Equip 5,141 3,000 5,000 66.7%
4933 Sales Tax 192 300 300 0.0%
TOTAL CONTRACTUAL SERVICES 282,916 294,000 292,700 0.4 %)
TOTAL CITY HALL 399,437 408,400 407,800 0.1 %)
19
CITY OF CHANHASSEN
2012 BUDGET
Commentary
General Government — Elections
Mission and Current Services
The City Managers 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 increasing by $3,900 (13.8%
Future Trends
Redistricting will occur following the results of the 2010 US Census.
Outcomes
Funds will be used to assist with the 2012 election, which includes the Presidential race.
20
CITY OF CHANHASSEN
2012 BUDGET
101 General Fund
1180 Elections
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4020 Salaries & Wages -Temp
4030 Contributions- Retirement
4050 Workers Compensation
4060 Unemployment
100.0%
TOTAL PERSONAL SERVICES
27,433 20,500 22,000 7.3%
218 1,000 400 60.0 %)
71 100 100.0%
167 0.0%
27,888 21,500 22,500 4.7%
4110 Office Supplies
462 200 500 150.0%
4300 Fees, Services 10,092 3,000 5,000 66.7%
4340 Printing & Publishing 214 2,300 2,300 0.0%
4370 Travel & Training 3,639 1,200 1,800 50.0%
TOTAL CONTRACTUAL SERVICES 14,407 6,700 9,600 43.3%
TOTAL ELECTIONS 42,295 28,200 32,100 13.8%
21
CITY OF CHANHASSEN
2012 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
The budget is decreasing by $5,200 (4.1 %), largely due to a reduction in utility costs and
equipment repair to match actual expenses.
Future Trends
The Library building opened in 2003. Major repairs or capital expenditures are not anticipated for
a number of years.
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
2012 BUDGET,
101 General Fund
1190 Library Building
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4120 Supplies- Equipment
4150 Maintenance Materials
4260 Small Tools & Equipment
TOTAL MATERIALS & SUPPLIES
4300 Fees, Services
4310 Telephone
4320 Utilities
4350 Cleaning & Waste Removal
4510 Repair & Maintenance - Building
4530 Repair & Maintenance -Equip
4933 Sales Tax
TOTAL CONTRACTUAL SERVICES
60 0.0%
3,433 3,000 3,000 0.0%
45 0.0%
3,538 3,000 3,000 0.0%
4,970 6,500 6,500 0.0%
1,454 1,800 1,600 11.1 %)
64,376 70,000 68,000 2.9 %)
31,759 34,000 33,000 2.9 %)
5,591 5,000 5,000 0.0%
2,075 7,000 5,000 28.6 %)
43 0.0%
110,266 124,300 119,100 4.2 %)
TOTAL LIBRARY 113,803 127,300 122,100 (4.1%
23
CITY OF CHANHASSEN
2012 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 Sheriffs
Department for law enforcement services. Also included is funding for the Carver County
Lieutenant 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 2012 budget reflects a decrease of $78,700 (4.8 %) while maintaining service levels. The
2012 contract includes a Liaison Lieutenant, 2 Sergeants, a School Resource Officer, an
Investigator, 8 Patrol Deputies and 2 Corporals. 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 Sheriffs Department to maintain the high level of satisfaction with our law
enforcement services. Staff will continue to monitor needs and will also participate in discussions
with the Carver County Sheriffs 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.
Revenues
This department generates revenue through sponsorships for Safety Camp and National Night
Out, fines collected through Carver County and liquor licenses.
24
CITY OF CHANHASSEN
2012 BUDGET
101 General Fund
1210 Police Administration
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/ DEC
4010 Salaries & Wages -Reg
4030 Contributions- Retirement
4040 Contributions- Insurance
4050 Workers Compensation
4375
TOTAL PERSONAL SERVICES
4130 Program Supplies
4300 Fees, Services
4360 Subscriptions & Memberships
4370 Travel & Training
4375 Promotional Expense
4933 Sales Tax
TOTAL CONTRACTUAL SERVICES
62,419 62,700 51,000 18.7 %)
9,154 9,400 7,600 19.1 %)
6,485 7,500 7,500 0.0%
174 300 300 0.0%
78,231 79,900 66,400 16.9 %)
3,565 5,000 5,000 0.0%
1,499,704 1,565,000 1,499,800 4.2 %)
60 0.0%
72 500 500 0.0%
3,548 4,500 4,500 0.0%
244 0.0%
1,507,192 1,575,000 1,509,800 4.1 %)
TOTAL POLICE ADMINISTRATION 1,585,423 1,654,900 1,576,200 (4.8 %)
25
CITY OF CHANHASSEN
2012 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
The budget is increasing by $16,800 (2.3 %). This increase is attributed partly to a one dollar per
call increase and adjustments to wages to reflect actual spending. Also, as part of the 2012
budget process the fire department requested an additional $10,000 for travel and training
expenses.
Future Trends
Anticipated 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
2012 BUDGET
101 General Fund
1220 Fire Prevention and Administration
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC)
4010 Salaries & Wages -Reg 134,121 135,000 137,000 1.5%
4011 Overtime 146 1,000 1,000 0.0%
4020 Salaries & Wages -Temp 161,469 132,000 158,000 19.7%
4022 Training Wages 18,900 28,000 32,000 14.3%
4030 Contributions- Retirement 136,587 175,000 150,000 14.3 %)
4040 Contributions - Insurance 23,307 27,200 26,000 4.4 %)
4050 Workers Compensation 9,840 10,000 11,000 10.0%
TOTAL PERSONAL SERVICES 484,370 508,200 515,000 1.3%
4120 Supplies- Equipment 9,983 11,000 11,000 0.0%
4130 Supplies- Program 3,016 2,500 2,500 0.0%
4140 Supplies - Vehicles 10,551 12,000 11,500 4.2 %)
4150 Maintenance Materials 611 500 500 0.0%
4170 Motor Fuels and Lubrication 37 0.0%
4210 Books & Periodicals 600 600 0.0%
4240 Uniforms & Clothing 10,717 9,000 9,500 5.6%
4260 Small Tools & Equipment 5,179 5,000 5,000 0.0%
4290 Misc. Materials & Supplies 5,744 5,000 5,000 0.0%
TOTAL MATERIALS & SUPPLIES 45,839 45,600 45,600 0.0%
4300 Fees, Services 7,509 11,000 11,000 0.0%
4310 Telephone 4,560 5,000 5,000 0.0%
4320 Utilities 23,377 25,000 25,000 0.0%
4350 Cleaning & Waste Removal 4,286 5,000 5,000 0.0%
4360 Subscriptions & Memberships 1,888 2,000 2,000 0.0%
4370 Travel & Training 11,513 10,000 20,000 100.0%
4375 Promotional Expense 10,537 9,000 9,000 0.0%
4483 Insurance - General Liability 2,196 1,000 2,000 100.0%
4510 Repair & Maintenance - Building 5,809 6,000 6,000 0.0%
4520 Repair & Maintenance - Vehicles 2,004 8,000 7,000 12.5 %)
4530 Repair & Maintenance -Equip 11,614 15,000 15,000 0.0%
4531 Repair & Maintenance- Radios 5,618 5,000 5,000 0.0%
Contribution for Performance 94,032 90,000 90,000 0.0%
4933 Sales Tax 906 0.0%
TOTAL CONTRACTUAL SERVICES 185,848 192,000 202,000 5.2%
TOTAL FIRE PREVENTION ADMIN 716,057 745,800 762,600 2.3%
27
CITY OF CHANHASSEN
2012 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 solicitor permits and providing assistance to the
City's law enforcement staff.
Budget Highlights
This budget reflects an increase of .6 %. There are no significant items that attributed to the
increase.
Future Trends
Residential permits increased over the 2010 number. Residential permits in 2012 should continue
to show a slight increase over 2011. Commercial and industrial building will continue to be
sluggish.
Outcomes
The budget provides the wages and salary for the Building Official, 2 Building Inspectors,
2 Mechanical Inspectors and 2 support staff.
The budget also provides for Continuing Education for the Inspectors' licensing.
Revenues
This department generates revenue through building permits and other special permits.
W
CITY OF CHANHASSEN
2012 BUDGET
101 General Fund
1250 Code Enforcement
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/ DEC
4010 Salaries & Wages -Reg 446,658 448,400 455,000 1.5%
4011 Overtime -Reg 0.0%
4020 Salaries & Wages -Temp 0.0%
4021 Overtime -Temp 0.0%
4030 Contributions - Retirement 64,237 67,500 67,800 0.4%
4040 Contributions- Insurance 58,138 69,000 66,400 3.8 %)
4050 Workers Compensation 1,123 1,400 1,500 7.1%
4060 Unemployment 14,430 0.0%
TOTAL PERSONAL SERVICES 584,586 586,300 590,700 0.8%
4120 Supplies- Equipment 500 100 80.0 %)
4130 Supplies- Program 844 500 900 80.0%
4140 Supplies - Vehicles 1,379 1,700 1,700 0.0%
4210 Books & Periodicals 805 1,500 1,500 0.0%
4240 Uniforms & Clothing 247 500 500 0.0%
4260 Small Tools & Equipment 36 400 400 0.0%
TOTAL MATERIALS & SUPPLIES 3,311 5,100 5,100 0.0%
4300 Fees, Services 0.0%
4310 Telephone 3,788 4,000 4,000 0.0%
4340 Printing & Publishing 915 2,000 1,500 25.0 %)
4360 Subscriptions & Memberships 365 1,000 1,000 0.0%
4370 Travel & Training 2,917 6,000 6,000 0.0%
4375 Promotional Expense 200 100.0 %)
4440 License & Registration 324 200 500 150.0%
4520 Repair & Maintenance - Vehicles 64 500 300 40.0 %)
4530 Repair & Maintenance-Equip 1,667 2,000 2,000 0.0%
4901 Refunds /Reimbursements 1,725 1,000 1,000 0.0%
4933 Sales Tax 31 0.0%
TOTAL CONTRACTUAL SERVICES 11,796 16,900 16,300 3.6 %)
TOTAL CODE ENFORCEMENT 599,693 608,300 612,100 0.6%
29
CITY OF CHANHASSEN
2012 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 2012 budget is increasing by $1,600 (2.2 %). 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 Sheriffs 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 and Facebook presence 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.
M
CITY OF CHANHASSEN
2012 BUDGET
101 General Fund
1260 Community Service
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4020 Salaries & Wages -Temp
4021 Overtime -Temp
4030 Contributions- Retirement
4040 Contributions- Insurance
4050 Workers Compensation
7,200
TOTAL PERSONAL SERVICES
46,580 48,000 48,700 1.5%
908 1,400 1,400 0.0%
6,988 6,500 7,200 10.8%
1,276 700 1,200 71.4%
730 1,000 1,000 0.0%
56,482 57,600 59,500 3.3%
4120 Supplies- Equipment 781 1,000 1,000 0.0%
4130 Supplies- Program 1,369 1,000 1,700 70.0%
4140 Supplies - Vehicles 650 1,000 800 20.0 %)
4210 Books & Periodicals 200 100.0 %)
4240 Uniforms & Clothing 785 1,000 1,000 0.0%
TOTAL MATERIALS & SUPPLIES 3,585 4,200 4,500 7.1%
4300 Fees, Services 9,935 9,000 9,000 0.0%
4310 Telephone 836 1,100 1,000 9.1%)
4340 Printing & Publishing 128 300 200 33.3 %)
4360 Subscriptions & Memberships 144 200 200 0.0%
4370 Travel & Training 644 700 700 0.0%
4520 Repair & Maintenance - Vehicles 4 500 500 0.0%
4530 Repair & Maintenance -Equip 10 300 100 66.7 %)
4531 Repair & Maintenance- Radios 15 300 100 66.7 %)
4933 Sales Tax 40 0.0%
TOTAL CONTRACTUAL SERVICES 11,756 12,400 11,800 4.8 %)
TOTAL COMMUNITY SERVICE 71,823 74,200 75,800 2.2%
31
CITY OF CHANHASSEN
2012 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
Plan review and construction monitoring for all developer - installed public
improvements
Review building permits to ensure compliance with the City Council- approved
grading plan and conditions of development approval
Attend Planning Commission Meetings
Review Vacation Requests
Draft Encroachment Agreements
Pavement Management
Administration of the Pavement Management System
Initiation and implementation of annual street improvement and sealcoat projects
Other Miscellaneous Duties include:
Coordination with County and State Agencies regarding transportation and storm water
issues
Issue permits for:
Street closures for block parties
Temporary lifting of No Parking Zone regulations
Daily watering of new sod or seed
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 2012 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 2012 is $4,100.
This amount is used to pay for the Engineering copier's supplies and maintenance
agreements.
Revenues
This department generates revenue through permits and development review fees.
32
CITY OF CHANHASSEN
2012 BUDGET
101 General Fund
1310 Engineering
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4010 Salaries & Wages -Reg
4011 Overtime -Reg
4020 Salaries & Wages -Temp
4030 Contributions- Retirement
4040 Contributions- Insurance
4050 Workers Compensation
57,839
TOTAL PERSONAL SERVICES
4120 Supplies- Equipment
4140 Supplies - Vehicles
4150 Maintenance Materials
4210 Books & Periodicals
1,500
TOTAL MATERIALS & SUPPLIES
4300 Fees, Services
4310 Telephone
4330 Postage
4340 Printing & Publishing
4360 Subscriptions & Memberships
4370 Travel & Training
4380 Mileage
4530 Repair & Maintenance -Equip
4933 Sales Tax
100
TOTAL CONTRACTUAL SERVICES
4705 Other Equipment
TOTAL CAPITAL OUTLAY
TOTAL ENGINEERING
397,964 413,000 419,400 1.5%
1,500 1,500 0.0%
5,252 15,000 15,000 0.0%
57,839 61,700 62,300 1.0%
42,597 48,400 50,000 3.3%
1,013 1,500 1,500 0.0%
504,665 541,100 549,700 1.6%
52 500 500 0.0%
332 700 700 0.0%
0.0%
29 100 100 0.0%
413 1,300 1,300 0.0%
27,952 18,000 18,000 0.0%
2,598 3,200 3,000 6.3 %)
400 100.0 %)
432 600 600 0.0%
1,204 1,400 1,400 0.0%
1,597 3,000 3,000 0.0%
93 500 500 0.0%
4,018 3,500 4,100 17.1%
0.0%
37,893 30,600 30,600 0.0%
0.0%
0.0%
542,971 573,000 581,600 1.5%
33
CITY OF CHANHASSEN
2012 BUDGET
Commentary
Public Works — Street Maintenance
Mission and Current Services
This budget provides for the maintenance arm of the following programs:
Pavement Management
Snow removal and ice control
Crack sealing
Pothole patching and small patch overlays
Tree trimming and mowing activities
Traffic sign installation and maintenance
Pavement marking
Storm Water Management
Street sweeping
Storm sewer cleaning
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 2012 is $40,000. 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 2012 is $75,000 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
2012 BUDGET
101 General Fund
1320 Street Maintenance
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC)
4010 Salaries & Wages -Reg 448,096 462,400 457,700 1.0 %)
4011 Overtime -Reg 20,377 18,000 20,000 11.1%
4020 Salaries & Wages -Temp 9,546 10,000 10,000 0.0%
4021 Overtime -Temp 28 0.0%
4030 Contributions- Retirement 66,576 70,000 68,000 2.9 %)
4040 Contributions- Insurance 67,431 71,700 74,600 4.0%
4050 Workers Compensation 29,023 30,000 33,200 10.7%
TOTAL PERSONAL SERVICES 641,077 662,100 663,500 0.2%
4120 Supplies- Equipment 42,696 40,000 40,000 0.0%
4140 Supplies - Vehicles 22,909 18,000 18,000 0.0%
4150 Maintenance Materials 102,280 65,000 75,000 15.4%
4210 Books & Periodicals 100 100 0.0%
4240 Uniforms & Clothing 4,929 4,800 4,800 0.0%
4260 Small Tools & Equipment 1,094 1,700 1,700 0.0%
TOTAL MATERIALS & SUPPLIES 173,907 129,600 139,600 7.7%
4300 Fees, Services 1,672 1,000 1,000 0.0%
4310 Telephone 3,700 3,800 3,800 0.0%
4340 Printing & Publishing 92 300 300 0.0%
4350 Cleaning & Waste Removal 516 300 300 0.0%
4360 Subscriptions & Memberships 64 1,200 1,200 0.0%
4370 Travel & Training 1,300 2,000 2,000 0.0%
4410 Rental- Equipment 992 1,500 1,500 0.0%
4440 License & Registration 600 600 0.0%
4510 Repair & Maintenance - Building 500 500 0.0%
4520 Repair & Maintenance - Vehicles 160 3,000 1,000 66.7 %)
4530 Repair & Maintenance -Equip 3,833 5,500 5,500 0.0%
4531 Repair & Maintenance - Radios 143 0.0%
4540 Repair & Maintenance - Streets 1,669 2,000 2,000 0.0%
4560 Repair & Maintenance -Signs 18,357 10,000 10,000 0.0%
4933 Sales Tax 3,086 0.0%
TOTAL CONTRACTUAL SERVICES 35,584 31,700 29,700 6.3 %)
4705 Other Equipment 1,000 0.0%
TOTAL CAPITAL OUTLAY 1,000 0.0%
TOTAL STREET MAINTENANCE 851,568 823,400 832,800 1.1%
35
CITY OF CHANHASSEN
2012 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 $315,000. 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 $22,000 which is to
pay for bulbs and ballasts and also repair and maintenance of the signal systems.
36
CITY OF CHANHASSEN
2012 BUDGET
101 General Fund
1350 Street Lighting & Signals
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4120 Supplies- Equipment 1,527 5,000 2,000 (60.0 %)
TOTAL MATERIALS & SUPPLIES 1,527 5,000 2,000 (60.0 %)
4300 Fees, Services 300 300
4310 Telephone 363 600 600
4320 Utilities 300,283 315,000 315,000
4530 Repair & Maintenance -Equip 2,500
4560 Repair & Maintenance -Signs
4565 Repair & Maintenance - Lights &Signals 15,405 22,000 22,000
TOTAL CONTRACTUAL SERVICES 316,051 340,400 337,900
TOTAL STREET LIGHT & SIGNALS 317,578 345,400 339,900
0.0%
0.0%
0.0%
100.0 %)
0.0%
1.6 %)
37
CITY OF CHANHASSEN
2012 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 $150,000. The main expenditure is
for diesel and unleaded fuels for the City's fleet which includes all City departments. The
budget also includes fuel used by the Carver County Sheriffs vehicles which are assigned
in the community, Carver County is then billed for this usage. This budget amount also
includes the purchase of oil, grease and hydraulic fluids.
2. Utilities: The amount budgeted is $60,000. This expenditure includes the utility costs
gas, electric) to heat and power the new Public Works building.
38
CITY OF CHANHASSEN
2012 BUDGET
101 General Fund
1370 City Garage
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC)
4010 Salaries & Wages -Reg 188,282 187,600 190,300 1.4%
4011 Overtime -Reg 5,950 6,500 6,500 0.0%
4030 Contributions - Retirement 27,246 28,000 28,300 1.1%
4040 Contributions - Insurance 29,457 35,700 34,400 3.6 %)
4050 Workers Compensation 7,007 7,200 7,500 4.2%
TOTAL PERSONAL SERVICES 257,943 265,000 267,000 0.8%
4120 Supplies- Equipment 2,521 2,000 2,500 25.0%
4140 Supplies - Vehicles 360 500 500 0.0%
4150 Maintenance Materials 2,186 1,000 1,200 20.0%
4170 Motor Fuels & Lubricants 127,767 138,000 150,000 8.7%
4240 Uniforms & Clothing 917 1,200 1,200 0.0%
4260 Small Tools & Equipment 4,518 3,000 4,000 33.3%
TOTAL MATERIALS & SUPPLIES 138,269 145,700 159,400 9.4%
4300 Fees, Services 2,430 1,300 2,000 53.8%
4310 Telephone 4,811 4,000 4,500 12.5%
4320 Utilities 49,899 60,000 60,000 0.0%
4330 Postage 12 0.0%
4340 Printing & Publishing 100 100 0.0%
4350 Cleaning & Waste Removal 7,966 10,000 9,000 10.0 %)
4360 Subscriptions & Memberships 200 200 0.0%
4370 Travel & Training 179 800 800 0.0%
4410 Rental- Equipment 500 100.0 %)
4440 License & Registration 1,345 500 500 0.0%
4510 Repair & Maintenance - Building 6,562 7,000 7,000 0.0%
4520 Repair & Maintenance - Vehicles 300 100.0 %)
4530 Repair & Maintenance -Equip 1,200 2,000 2,000 0.0%
4531 Repair & Maintenance - Radios 100 100.0 %)
4933 Sales Tax 400 0.0%
TOTAL CONTRACTUAL SERVICES 74,802 86,800 86,100.0.8 %)
4703 Office Equipment 500 500 0.0%
4705 Other Equipment 2,974 5,000 4,000 20.0 %)
TOTAL CAPITAL OUTLAY 2,974 5,500 4,500 18.2 %)
TOTAL CITY GARAGE 473,988 503,000 517,000 2.8%
39
CITY OF CHANHASSEN
2012 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 2011 to 2012.
Future Trends
The Commission will likely see more development applications, including residential and
commercial developments.
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
2012 BUDGET
101 General Fund
1410 Planning Commission
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/ DEC
4210 Books & Periodicals 200
TOTAL MATERIALS & SUPPLIES 200
4340 Printing & Publishing 2,453 3,000
4360 Subscriptions & Memberships 200
4370 Travel & Training 476 800
TOTAL CONTRACTUAL SERVICES 2,928 4,000
TOTAL PLANNING COMMISSION 2,928 4,200
200 0.0%
200 0.0%
3,000 0.0%
200 0.0%
800 0.0%
4,000 0.0%
4,200 0.0%
41
CITY OF CHANHASSEN
2012 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 1.1 % due to increased personnel costs.
Future Trends
The majority of building activity will be in current developments, including additions and
remodeling to existing commercial and industrial buildings.
Outcomes
The planning staff (Community Development Director, 2 Senior Planners, Planner I and
Planning Secretary)
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
Revenues
This department generates revenue through permit fees and the review of development
applications.
42
CITY OF CHANHASSEN
2012 BUDGET
101 General Fund
1420 Planning Administration
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/ DEC
4010 Salaries & Wages -Reg 298,981 307,500 312,400 1.6%
4030 Contributions- Retirement 41,996 45,900 46,500 1.3%
4040 Contributions - Insurance 43,867 51,100 51,000 0.2 %)
4050 Workers Compensation
426 600 600 0.0%
TOTAL PERSONAL SERVICES 385,270 405,100 410,500 1.3%
4120 Supplies- Equipment
4130 Supplies- Program
4140 Supplies - Vehicles
4210 Books & Periodicals
TOTAL MATERIALS & SUPPLIES
104 300 300 0.0%
100 100.0 %)
100 100 0.0%
200 100.0 %)
104 700 400 (42.9 %)
4300 Fees, Services
4310 Telephone
4340 Printing & Publishing
4360 Subscriptions & Memberships
4370 Travel & Training
4520 Repair & Maintenance - Vehicles
TOTAL CONTRACTUAL SERVICES
20 5,000
200
200
420 1,500
4,786 5,500
200
5,226 12,600
TOTAL PLANNING ADMINISTRATION 390,600 418,400
43
5,000 0.0%
100.0 %)
100.0 %)
1,500 0.0%
5,500 0.0%
100.0 %)
12,000 4.8 %)
422,900 1.1%
CITY OF CHANHASSEN
2012 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 .6% due to
increased personnel costs.
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
2012 BUDGET
101 General Fund
1430 Senior Commission
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4010 Salaries & Wages -Reg 17,942 17,900 18,100 1.1%
4030 Contributions - Retirement 2,600 2,700 2,700 0.0%
4040 Contributions - Insurance 1,632 1,900 1,900 0.0%
4050 Workers Compensation 25 100 100 0.0%
TOTAL PERSONAL SERVICES 22,199 22,600 22,800 0.9%
4300 Fees, Services 8,467 9,000 9,000 0.0%
4370 Travel & Training 81 200 200 0.0%
4375 Promotional Expense 93 500 500 0.0%
TOTAL CONTRACTUAL SERVICES 8,642 9,700 9,700 0.0%
TOTAL SENIOR COMMISSION 30,841 32,300 32,500 0.6%
45
CITY OF CHANHASSEN
2012 BUDGET
Commentary
Park 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
2012 BUDGET
101 General Fund
1510 Park and Recreation Commission
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC
4130 Supplies - Program
4210 Books & Periodicals
TOTAL MATERIALS & SUPPLIES
4340 Printing & Publishing
4360 Subscriptions & Memberships
4370 Travel & Training
TOTAL CONTRACTUAL SERVICES
TOTAL PARK & REC COMMISSION
100 100 0.0%
100 100 0.0%
200 200 0.0%
1,687 1,100 1,700 54.5%
430 600 500 16.7 %)
409 300 400 33.3%
2,526 2,000 2,600 30.0%
2,526 2,200 2,800 27.3%
47
CITY OF CHANHASSEN
2012 BUDGET
Commentary
Park and Recreation — Park and Recreation Administration
Mission and Current Services
The Park 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.
CITY OF CHANHASSEN
2012 BUDGET
101 General Fund
1520 Park and Recreation Administration
mi201020112012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET
4010 Salaries & Wages -Reg
4030 Contributions - Retirement
4040 Contributions - Insurance
4050 Workers Compensation
127,194TOTALPERSONALSERVICES
102,220 100,600
14,257 15,200
10,574 12,300
143 200
127,194 128,300
102,000 1.4%
15,200 0.0%
12,300 0.0%
200 0.0%
129,700 1.1%
4120 Supplies- Equipment
4130 Supplies - Program
4210 Books & Periodicals
4240 Uniforms & Clothing
4360
TOTAL MATERIALS & SUPPLIES
4300 Fees, Services
4310 Telephone
4330 Postage
4340 Printing & Publishing
4360 Subscriptions & Memberships
4370 Travel & Training
4380 Mileage
100
TOTAL CONTRACTUAL SERVICES
TOTAL PARK & REC ADMINISTRATION 134,139
23 500 300 40.0 %)
61 200 100 50.0 %)
100 100 0.0%
200 100 50.0 %)
84 1,000 600 40.0 %)
1,015 200 800 300.0%
1,505 1,500 1,500 0.0%
0.0%
277 0.0%
2,053 1,600 1,600 0.0%
1,999 4,400 3,400 22.7 %)
13 300 100 66.7 %)
6,861 8,000 7,400 7.5 %)
137,300 137,700 0.3%
49
CITY OF CHANHASSEN
2012 BUDGET
Commentary
Park 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:
Salary and wages: Recreation Center Manager, Facility Supervisors, Dance Coordinator
and Dance Instructors
Supplies - Equipment: $3,000 fitness equipment, gym supplies and facility rental
equipment requirements
Supplies — Programs: $42,000 supplies needed for Dance for Fun program participant
costumes and additional in -house program supply needs at the Recreation Center
Fees for Service: $43,000 program management fees to provide recreational
opportunities to the community
Utilities: $33,000 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.
Revenues
This department generates revenue through Recreation Center facility rental fees, fitness center
and open gym use, youth, adult and senior program registrations and dance costume sales.
50
CITY OF CHANHASSEN
2012 BUDGET
101 General Fund
1530 Recreation Center
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC)
4010 Salaries & Wages -Reg 54,037 54,400 55,200 1.5%
4020 Salaries & Wages -Temp 111,440 130,000 119,000 8.5 %)
4021 Overtime -Temp 99 0.0%
4030 Contributions- Retirement 23,711 28,500 28,500 0.0%
4040 Contributions - Insurance 6,439 7,500 7,400 1.3 %)
4050 Workers Compensation 2,713 2,500 2,900 16.0%
4060 Unemployment 722 0.0%
TOTAL PERSONAL SERVICES 199,161 222,900 213,000 4.4 %)
4120 Supplies- Equipment 1,260 3,000 3,000 0.0%
4130 Supplies - Program 34,778 42,000 42,000 0.0%
4150 Maintenance Materials 235 500 500 0.0%
4240 Uniforms & Clothing 514 700 700 0.0%
TOTAL MATERIALS & SUPPLIES 36,786 46,200 46,200 0.0%
4300 Fees, Services 32,511 40,000 43,000 7.5%
4310 Telephone 215 1,500 800 46.7 %)
4320 Utilities 30,741 36,000 33,000 8.3 %)
4360 Subscriptions & Memberships 221 300 300 0.0%
4370 Travel & Training 681 400 400 0.0%
4375 Promotional Expense 1,207 1,600 1,600 0.0%
4510 Repair & Maintenance- Building 3,940 3,000 3,000 0.0%
4530 Repair & Maintenance -Equip 1,680 1,000 1,700 70.0%
4590 Misc. Contractual Services 1,352 1,000 1,300 30.0%
4901 Refunds /Reimbursements 49 0.0%
4933 Sales Tax 65 0.0%
TOTAL CONTRACTUAL SERVICES 72,663 84,800 85,100 0.4%
TOTAL RECREATION CENTER 308,610 353,900 344,300 2.7 %)
51
CITY OF CHANHASSEN
2012 BUDGET
Commentary
Park 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 Concession and
Watercraft 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 and reservations in order for our customers to have a quality
experience.
Revenues
This department generates revenue with facility and watercraft rentals and concessions through
the Lake Ann concession operation.
52
CITY OF CHANHASSEN
2012 BUDGET
101 General Fund
1540 Lake Ann Park Operations
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4020 Salaries & Wages -Temp
4021 Overtime -Temp
4030 Contributions- Retirement
4050 Workers Compensation
TOTAL PERSONAL SERVICES
4130 Supplies- Program
4240 Uniforms & Clothing
TOTAL MATERIALS & SUPPLIES
5,819 8,000 8,000 0.0%
50 0.0%
449 500 500 0.0%
99 200 200 0.0%
6,417 8,700 8,700 0.0%
8,021 7,000 7,000 0.0%
500 200 (60.0 %)
8,021 7,500 7,200 (4.0 %)
4300 Fees, Services 27,280 31,000 31,000 0.0%
4310 Telephone 1,090 1,500 1,500 0.0%
4320 Utilities 9,972 13,000 13,000 0.0%
4340 Printing & Publishing 267 400 400 0.0%
4903 Bad Debt Expense 54 0.0%
TOTAL CONTRACTUAL SERVICES 38,663 45,900 45,900 0.0%
TOTAL LAKE ANN PARK OPERATIONS 53,102 62,100 61,800 0.5 %)
53
CITY OF CHANHASSEN
2012 BUDGET
Commentary
Park 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 adjustments were made to all areas in the Park Maintenance budget resulting in a 2.8%
increase.
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 and Fire Stations.
Fees and Services
o $7,000 — snowplowing City owned parking lots and downtown
o $7,500 — fertilizer and weed 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 47 portable toilets used in City parks.
Future Trends
The trail system will continue to grow with new sections being added annually. New parks will be
added with the development of the southern part of Chanhassen.
Outcomes
This budget reflects maintenance needs for 37 parks, 85 miles of trails, 10 miles of sidewalks, 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
2012 BUDGET
101 General Fund
1550 Park Maintenance
2011 to
2010 2011 2012 2012
4CCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC)
4010 Salaries & Wages -Reg 457,289 452,600 459,400 1.5%
4011 Overtime -Reg 23,504 15,000 20,000 33.3%
4020 Salaries & Wages -Temp 89,404 90,000 99,600 10.7%
4021 Overtime -Temp 3,386 4,000 4,000 0.0%
4030 Contributions - Retirement 75,138 72,000 78,000 8.3%
4040 Contributions- Insurance 65,922 78,400 76,800 2.0 %)
4050 Workers Compensation 9,258 11,200 11,200 0.0%
4060 Unemployment 489 0.0%
TOTAL PERSONAL SERVICES 724,389 723,200 749,000 3.6%
4120 Supplies- Equipment 40,465 34,000 36,500 7.4%
4140 Supplies - Vehicles 4,438 5,000 4,600 8.0 %)
4150 Maintenance Materials 27,870 31,000 31,000 0.0%
4151 Irrigation Materials 3,158 3,000 3,000 0.0%
4240 Uniforms & Clothing 2,113 2,800 2,800 0.0%
4260 Small Tools & Equipment 1,940 2,000 2,000 0.0%
TOTAL MATERIALS & SUPPLIES 79,984 77,800 79,900 2.7%
4300 Fees, Services 53,744 22,000 22,000 0.0%
4310 Telephone 2,443 2,700 2,700 0.0%
4320 Utilities 12,558 12,000 12,500 4.2%
4330 Postage 12 0.0%
4340 Printing & Publishing 275 400 400 0.0%
4350 Cleaning & Waste Removal 5,416 7,000 6,500 7.1%)
4360 Subscriptions & Memberships 400 400 0.0%
4370 Travel & Training 581 1,000 1,000 0.0%
4400 Rental -Land & Buildings 32,452 32,500 32,500 0.0%
4410 Rental- Equipment 212 1,000 1,000 0.0%
4440 License & Registration 700 200 71.4 %)
4510 Repair & Maintenance- Building 3,099 2,500 2,500 0.0%
4520 Repair & Maintenance - Vehicles 2,000 500 75.0 %)
4530 Repair & Maintenance-Equip 5,786 5,000 5,000 0.0%
4531 Repair & Maintenance- Radios 100 100 0.0%
4560 Repair & Maintenance -Signs 2,497 3,000 3,000 0.0%
4933 Sales Tax 346 0.0%
TOTAL CONTRACTUAL SERVICES 119,421 92,300 90,300 2.2 %)
4705 Other Equipment 5,088 5,000 4,000 20.0 %)
TOTAL CAPITAL OUTLAY 5,088 5,000 4,000 20.0 %)
TOTAL PARK MAINTENANCE 928,882 898,300 923,200 2.8 %
55
CITY OF CHANHASSEN
2012 BUDGET
Commentary
Park 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 provides the Senior Center Coordinator the ability to plan, implement and utilize
resources to provide a wide variety of programs, activities, special events and recreation
opportunities to our residents.
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.
Future Trends
As the senior population grows and changes, the Senior Center will keep current on new trends
and offer programs and services to meet and address these changing needs. Older adults are
moving out of their large family homes and /or relocating to Chanhassen due to the large variety of
life cycle housing as well as to be closer to their adult children. They look to the Senior Center for
a social and recreation network to interact with other seniors.
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.
Revenues
Senior Center revenue is generated from program, day trips and activity fees, donations, room
rental, coffee fund, greeting card sales, extended trips and occasional memorial gifts.
56
CITY OF CHANHASSEN
2012 BUDGET
101 General Fund
1560 Senior Citizens Center
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4010 Salaries & Wages -Reg
4030 Contributions- Retirement
4040 Contributions- Insurance
4050 Workers Compensation
TOTAL PERSONAL SERVICES
4120 Supplies- Equipment
4130 Supplies - Program
TOTAL MATERIALS & SUPPLIES
4300 Fees, Services
4340 Printing & Publishing
4350 Cleaning & Waste Removal
4360 Subscriptions & Memberships
4370 Travel & Training
4375 Promotional Expense
4380 Mileage
4933 Sales Tax
TOTAL CONTRACTUAL SERVICES
38,287 38,600 39,100 1.3%
5,609 5,800 5,900 1.7%
295 300 0.0%
55 100 100 0.0%
44,245 44,500 45,400 2.0%
397 300 300 0.0%
2,720 3,200 3,000 6.3 %)
3,117 3,500 3,300 5.7 %)
21,196 20,000 20,000 0.0%
100 100 0.0%
80 200 200 0.0%
59 100 100 0.0%
276 300 300 0.0%
74 200 200 0.0%
64 100 100 0.0%
0 0.0%
21,749 21,000 21,000 0.0%
TOTAL SENIOR CITIZENS CENTER 69,111 69,000 69,700 1.0%
57
CITY OF CHANHASSEN
2012 BUDGET
Commentary
Park 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.
Revenues
This department generates revenue through various activity entry fees, 4 of July activities, the
Summer Concert Series and the Summer Discovery Playground Program.
W
CITY OF CHANHASSEN
2012 BUDGET
101 General Fund
1600 Recreation Programs
2011 to
2010 2011 2012 2012
4CCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INCADEC)
4010 Salaries & Wages -Reg 90,434 89,800 91,100 1.4%
4020 Salaries & Wages -Temp 46,431 54,500 54,500 0.0%
4021 Overtime -Temp 205 1,100 1,100 0.0%
4030 Contributions- Retirement 16,640 17,500 17,200 1.7 %)
4040 Contributions- Insurance 8,034 8,900 8,700 2.2 %)
4050 Workers Compensation 878 1,000 1,100 10.0%
TOTAL PERSONAL SERVICES 162,621 172,800 173,700
0.5%
4120 Supplies- Equipment 2,000 2,000 0.0%
4130 Supplies - Program 13,165 15,600 15,600 0.0%
4240 Uniforms & Clothing 1,244 1,500 1,500 0.0%
TOTAL MATERIALS & SUPPLIES 14,409 19,100 19,100 0.0%
4300 Fees, Services 55,860 54,000 54,000 0.0%
4310 Telephone 2,087 1,300 2,100.61.5%
4320 Utilities 3,487 3,000 3,000 0.0%
4330 Postage 200 100.0 %)
4340 Printing & Publishing 5,239 4,400 4,900 11.4%
4360 Subscriptions & Memberships 35 0.0%
4370 Travel & Training 293 600 600 0.0%
4380 Mileage 100 100 0.0%
4400 Rental -Land & Buildings 7,268 6,500 7,000 7.7%
4410 Rental- Equipment 22,832 20,000 23,000 15.0%
4933 Sales Tax 198 0.0%
TOTAL CONTRACTUAL SERVICES 97,299 90,100 94,700 5.1%
TOTAL RECREATION PROGRAMS 274,330 282,000 287,500 2.0%
59
CITY OF CHANHASSEN
2012 BUDGET
Commentary
Park 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 staffs 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.
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.
W
CITY OF CHANHASSEN
2012 BUDGET
101 General Fund
1700 Self- Supporting Programs
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4010 Salaries & Wages -Reg
4020 Salaries & Wages -Temp
4030 Contributions- Retirement
4040 Contributions- Insurance
4050 Workers Compensation
TOTAL PERSONAL SERVICES
4120 Supplies- Equipment
4130 Supplies- Program
TOTAL MATERIALS & SUPPLIES
4300 Fees, Services
4933 Sales Tax
TOTAL CONTRACTUAL SERVICES
22,608 23,500 23,800 1.3%
3,109 900 3,000 233.3%
3,549 3,700 3,800 2.7%
2,008 2,200 2,200 0.0%
74 100 100 0.0%
31,349 30,400 32,900 8.2%
600 - (100.0 %)
7,501 8,000 7,700 (3.8 %)
7,501 8,600 7,700 (10.5 %)
22,933 43,000 37,000 (14.0 %)
81 - - 0.0%
23,014 43,000 37,000 (14.0 %)
TOTAL SELF - SUPPORTING PROGRAMS 61,864 82,000 77,600 (5.4°/6)
61
CITY OF CHANHASSEN
2012 BUDGET
Commentary
Park and Recreation — Recreation Sports
Mission and Current Services
This budget exists to fund sports programs for preschool and school age children. All programs
are supervised by the Recreation Center Manager and Recreation Supervisor. New programs are
expected in the future as growth continues. Activities are to be self - sufficient and are evaluated
annually.
Budget Highlights
This budget allows our department to provide year round sports programs for children of all ages
All programs are offset through program revenues.
Future Trends
These programs provide youth with an opportunity to participate in beginner level sports activities
at an affordable price. As the Recreation Sports programs continue to grow, we plan to expand
programming with new opportunities. Staff looks to continue to offer quality activities for children.
Outcomes
Staff will ensure quality and affordable sports programs for youth and ensure that this budget's
expenses are offset by the revenue collected from programs.
Offer many varieties of quality sporting opportunities to meet community needs.
Increase revenue received over prior contracted sports programs.
Help children develop social and physical skills through introductory sports classes.
Staff wages and equipment will be needed as program grows.
Revenues
This department generates revenue with After School Sports, Soccer, Basketball, Floor Hockey
and T -Ball programs.
5%
CITY OF CHANHASSEN
2012 BUDGET
101 General Fund
1800 Recreation Sports
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4020 Salaries & Wages -Temp
4030 Contributions - Retirement
4050 Workers Compensation
TOTAL PERSONAL SERVICES
4120 Supplies- Equipment
4130 Supplies- Program
4240 Uniforms & Clothing
4375 Promotional Exepnses
TOTAL MATERIALS & SUPPLIES
4300 Fees, Services
4340 Printing & Publishing
4933 Sales Tax
TOTAL CONTRACTUAL SERVICES
11,880 10,000 12,000 20.0%
1,034 400 1,000 150.0%
198 100 200 100.0%
13,112 10,500 13,200 25.7%
2,106 2,000 2,000 0.0%
857 2,100 2,100 0.0%
4,763 3,800 4,200 10.5%
1,000 200 80.0 %)
7,726 8,900 8,500 4.5 %)
120
777
45
942
0.0%
0.0%
0.0%
0.0%
TOTAL RECREATION SPORTS 21,780 19,400 21,700 11.9%
63
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64
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.
65
CITY OF CHANHASSEN
2012 BUDGET
Commentary
Special Revenue Fund —10 %a Fund - 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 2012 budget includes $18,700 for training opportunities for the fire department.
Outcomes
In 2011, the entire budget for training of $17,500 was spent 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.
Revenues
This fund receives revenue from the American Legion equal to 10% of the net revenues derived
from pull -tab operations.
CITY OF CHANHASSEN
2012 BUDGET
SPECIAL REVENUE FUNDS
201 10% Fund
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
REVENUE
GENERAL PROPERTY TAX
3801 Interest Earnings 676 500 700 40.0%
3807 Donations 22,731 15,000 18,000 20.0%
TOTAL GENERAL PROPERTY TAX 23,407 15,500 18,700 20.6%
TOTAL REVENUE 23,407 15,500 18,700 20.6%
EXPENDITURES
CONTRACTUAL SERVICES
4370 Travel & Training 17,500 17,500 18,700 6.9%
TOTAL CONTRACTUAL SERVICES 17,500 17,500 18,700 6.9%
CAPITAL OUTLAY
4703 Office Equipment - - - 0.0%
TOTAL CAPITAL OUTLAY - - - 0.0%
TOTAL EXPENDITURES 17,500 17,500 18,700 6.9%
REVENUE OVER/(UNDER) EXPENDITURES 5,907 (2,000) -
67
CITY OF CHANHASSEN
2012 BUDGET
Commentary
Special Revenue Fund — Cable TV Fund - 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 2012 budget reflects an increase of $10,200 (11 %) in expenditures. The increase is largely
due to an added budget of $3,000 for equipment purchases.
The Cable TV 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
The cable channel will continue to be used for public education and the promotion of public
events.
Revenues
This fund generates revenue through the collection of franchise fees.
CITY OF CHANHASSEN
2012 BUDGET
SPECIAL REVENUE FUNDS
210 Cable TV Fund
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC)
REVENUE
GENERAL PROPERTY TAX
3080 Franchise Fees 231,729 200,000 230,000 15.0%
TOTAL GENERAL PROPERTY TAX 231,729 200,000 230,000 15.0%
OTHER REVENUE
3801 Interest Earnings
TOTAL OTHER REVENUE
TOTAL REVENUE
EXPENDITURES
PERSONAL SERVICES
4010 Salaries & Wages -Reg
4030 Contributions - Retirement
4040 Contributions - Insurance
4050 Workers Compensation
TOTAL PERSONAL SERVICES
MATERIALS & SUPPLIES
4120 Supplies- Equipment
TOTAL MATERIALS & SUPPLIES
CONTRACTUAL SERVICES
4300 Fees, Services
4340 Printing & Publishing
4370 Travel & Training
4483 Liability Insurance
4933 Sales Tax
10.0%
TOTAL CONTRACTUAL SERVICES
CAPITAL OUTLAY
4705 Other Equipment
TOTAL CAPITAL OUTLAY
TOTAL EXPENDITURES
10,958 8,000 10,000
10,958 8,000 10,000
25.0%
25.0%
242,687 208,000 240,000 15.4
71,703 70,000 71,700 2.4%
10,348 10,400 10,600 1.9%
7,351 8,000 8,800 10.0%
101 200 200 0.0%
89,504 88,600 91,300 3.0%
3,019 500 3,500 600.0%
3,019 500 3,500 600.0%
37,622 1,500 3,000 100.0%
500 500 0.0%
100 100 0.0%
1,500 1,500 1,500 0.0%
3 0.0%
39,125 3,600 5,100 41.7%
7,027 3,000 100.0%
7,027 3,000 100.0%
138,675 92,700 102,900 11.0%
REVENUE OVER/(UNDER) EXPENDITURES 104,012 115,300 137,100
C"
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70
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 Management 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.
71
CITY OF CHANHASSEN
2012 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 a water treatment plant.
Operate and maintain eleven (11) municipal water wells and approximately 137 miles of
watermain.
Operate and maintain three (3) water storage facilities.
Repair watermain breaks.
Confirms 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: 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: This item pays for the power necessary to run the wells and the water treatment
plant.
Repair and Maintenance of Water: This item pays for some of the watermain break
expenditures.
Revenues
This fund generates revenue through water user fees and connection charges.
72
CITY OF CHANHASSEN
2012 BUDGET
ENTERPRISE FUNDS
700 Water Operations
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/ DEC
REVENUE
2,550,000
CHARGES FOR CURRENT SERVICES
3661 Water Usage
3662 Utility Penalties
3664 Sale of Meters & Parts
3666 Bulk Water Sales
3806 Hook Up Fees
TOTAL CURRENT SERVICES
OTHER REVENUE
3801 Interest Earnings
3903 Refunds /Reimbursements
TOTAL OTHER REVENUE
TOTAL REVENUE
REVENUE OVER/(UNDER) EXPENDITURES
2,332,767 2,550,000 2,550,000 0.0%
57,950 65,000 60,000 7.7 %)
32,887 30,000 35,000 16.7%
1,030 5,000 5,000 0.0%
649,421 600,000 625,000 4.2%
3,074,055 3,250,000 3,275,000 0.8%
49,747 80,000 50,000 37.5 %)
14,789 5,000 10,000 100.0%
64,536 85,000 60,000 29.4 %)
3,138,591 3,335,000 3,335,000 0.0%
1,683,011 1,911,000 1,926,500
73
CITY OF CHANHASSEN
2012 BUDGET
ENTERPRISE FUNDS
700 Water Operations
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC)I
4010 Salaries & Wages -Reg 358,840 362,000 362,000 0.0%
4011 Overtime -Reg 10,288 20,000 15,000 25.0 %)
4012 Stand -By Pay 6,322 7,000 6,500 7.1 %)
4020 Salaries & Wages -Temp 14,057 16,000 16,000 0.0%
4021 Overtime -Temp 265 0.0%
4030 Contributions - Retirement 53,549 55,000 56,000 1.8%
4040 Contributions - Insurance 52,931 52,000 55,000 5.8%
4050 Workers Compensation 25,802 32,500 30,000 7.7 %)
4060 Unemployment 600 0.0%
TOTAL PERSONAL SERVICES 522,655 544,500 540,500 0.7 %)
4120 Supplies- Equipment 10,358 10,000 10,000 0.0%
4130 Supplies- Program 37 100 100 0.0%
4140 Supplies - Vehicles 5,367 5,000 5,400 8.0%
4150 Maintenance Materials 27,480 20,000 24,000 20.0%
4160 Chemicals 144,325 120,000 135,000 12.5%
4170 Motor Fuels & Lubricants 14,359 15,000 15,000 0.0%
4210 Books & Periodicals 200 100.0 %)
4240 Uniforms & Clothing 2,178 2,100 2,200 4.8%
4250 Merchandise for Resale 61,236 100,000 60,000 40.0 %)
4260 Small Tools & Equipment 4,024 2,800 3,000 7.1%
TOTAL MATERIALS & SUPPLIES 269,363 275,200 254,700 7.4 %)
4300 Fees, Services 45,610 30,000 42,000 40.0%
4301 Auditing 4,000 6,000 6,000 0.0%
4310 Telephone 7,758 10,000 8,000 20.0 %)
4320 Utilities 206,745 238,000 212,000
4330 Postage 6,396 6,500 6,500 0.0%
4340 Printing & Publishing 1,427 2,000 1,600 20.0 %)
4350 Cleaning & Waste Removal 372 300 400 33.3%
4360 Subscriptions & Memberships 383 500 400 20.0 %)
4370 Travel & Training 4,907 3,500 3,500 0.0%
4410 Rental- Equipment 904 1,500 3,000 100.0%
4440 License & Registration 300 100.0 %)
4483 Insurance - General Liability 13,000 13,000 13,000 0.0%
4509 Remit to Other Agencies 74,694 80,000 78,000 2.5 %)
4510 Repair & Maintenance - Building 14,228 6,000 6,000 0.0%
4520 Repair & Maintenance - Vehicles 1,000 200 80.0 %)
4530 Repair & Maintenance -Equip 42,263 35,000 42,000 20.0%
4550 Repair & Maintenance -Water 141,922 80,000 100,000 25.0%
4552 Emergency Repairs -Water 98,026 90,000 90,000 0.0%
4703 Office Equipment 9 0.0%
4933 Sales Tax 916 700 700 0.0%
TOTAL CONTRACTUAL SERVICES 663,562 604,300 613,300 1.5%
TOTAL WATER OPERATIONS 1,455,579 1,424,000 1,408,500 1.1 %)
74
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75
CITY OF CHANHASSEN
2012 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 124 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.
Annual jetting of sewer lines.
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 $1,520,000. This item is the
payment to the MCES for treatment of the sanitary sewer flows.
Utilities: This item pays for the power to run the lift stations within the City.
Repair and Maintenance of Sewers: This item pays for the maintenance and upkeep of
the sewer system and lift stations.
Revenues
This fund generates revenue through sewer user fees and connection charges.
76
CITY OF CHANHASSEN
2012 BUDGET
ENTERPRISE FUNDS
701 Sewer Operations
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC)
REVENUE
2,350,000
CHARGES FOR CURRENT SERVICES
3660 Sewer Customers
3662 Utility Penalties
3806 Hook -up Fees
3811 Sewer Surcharge
11.9%
TOTAL CURRENT SERVICES
OTHER REVENUE
3801 Interest Earnings
3903 Refunds /Reimbursements
TOTAL OTHER REVENUE
TOTAL REVENUE
2,300,903 2,350,000 2,350,000 0.0%
56,430 60,000 60,000 0.0%
244,219 210,000 235,000 11.9%
8,025 15,000 10,000 33.3 %)
2,609,577 2,635,000 2,655,000 0.8%
17,682 50,000 20,000 60.0 %)
1,210 1,000 1,200 20.0%
18,892 51,000 21,200 58.4 %)
2,628,468 2,686,000 2,676,200
REVENUE OVER/(UNDER) EXPENDITURES 597,370 522,700 518,600
0.4 %)
77
CITY OF CHANHASSEN
2012 BUDGET
ENTERPRISE FUNDS
701 Sewer Operations
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC)
4010 Salaries & Wages -Reg 240,768 238,000 245,000
2.9%
4011 Overtime -Reg 6,928 10,000 8,000 20.0 %)
4012 Stand -By Pay 6,322 6,500 6,500 0.0%
4020 Salaries & Wages -Temp 15,472 16,000 16,000 0.0%
4021 Overtime -Temp 0.0%
4030 Contributions- Retirement 36,875 38,000 38,000 0.0%
4040 Contributions- Insurance 32,991 32,000 35,000 9.4%
4050 Workers Compensation 3,444 4,000 4,000 0.0%
4060 Unemployment 600 0.0%
TOTAL PERSONAL SERVICES 343,401 344,500 352,500 2.3%
4120 Supplies- Equipment 7,797 7,500 7,600 1.3%
4140 Supplies - Vehicles 8,111 1,000 2,000 100.0%
4150 Maintenance Materials 9,383 8,000 9,000 12.5%
4160 Chemicals 3,244 3,000 3,400 13.3%
4170 Motor Fuels & Lubricants 11,352 15,000 12,000 20.0 %)
4210 Books & Periodicals 200 100.0 %)
4240 Uniforms & Clothing 1,053 2,000 1,800 10.0 %)
4260 Small Tools & Equipment 2,735 2,800 2,800 0.0%
TOTAL MATERIALS & SUPPLIES 43,676 39,500 38,600 2.3 %)
4300 Fees, Services 25,623 25,000 25,000 0.0%
4301 Auditing 4,000 6,000 6,000 0.0%
4310 Telephone 5,320 7,000 6,000 14.3 %)
4320 Utilities 65,140 78,000 70,000 10.3 %)
4330 Postage 6,169 7,000 6,400 8.6 %)
4340 Printing & Publishing 634 1,800 1,500 16.7 %)
4350 Cleaning & Waste Removal 132 200 200 0.0%
4360 Subscriptions & Memberships 100 400 400 0.0%
4370 Travel & Training 5,454 3,200 4,200 31.3%
4410 Rental- Equipment 1,914 500 800 60.0%
4440 License & Registration 200 100.0 %)
4483 Insurance - General Liability 14,000 13,000 14,000 7.7%
4509 Remit to Other Agencies 1,386,052 1,520,000 1,520,000 0.0%
4510 Repair & Maintenance - Building 5,886 4,000 4,600 15.0%
4520 Repair & Maintenance- Vehicles 1,000 400 60.0 %)
4530 Repair & Maintenance -Equip 26,212 12,000 16,000 33.3%
4551 Repair & Maintenance -Sewer 85,474 75,000 77,000 2.7%
4553 Emergency Sewer Repairs 11,499 25,000 14,000 44.0 %)
4703 Office Equipment
9 0.0%
4933 Sales Tax 403 0.0%
TOTAL CONTRACTUAL SERVICES 1,644,022 1,779,300 1,766,500 0.7 %)
TOTAL SEWER OPERATIONS 2,031,098 2,163,300 2,157,600 0.3 %)
m
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79
CITY OF CHANHASSEN
2012 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 for 2012 are 25.7% less than the 2011 budget due to adjustments to
reflect actual spending.
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 103D 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
Water Quality Improvements
Storm sewer conveyance improvements, treatment design and construction and
maintenance costs
Revenues
This fund generates revenue through surface water management fees and development SWMP
connection charges.
o
CITY OF CHANHASSEN
2012 BUDGET
ENTERPRISE FUNDS
720 Surface Water Management Fund
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
REVENUE
PERMITS
3328 Wetland Alteration
TOTAL PERMITS
CHARGES FOR CURRENT SERVICES
3660 Sewer Customers
3662 Utility Penalties
3806 Connection Charges
TOTAL CURRENT SERVICES
OTHER REVENUE
3801 Interest Earnings
3903 Refunds and Reimbursements
TOTAL OTHER REVENUE
TOTAL REVENUE
REVENUE OVER/(UNDER) EXPENDITURES
1,478 300 15,000 4900.0%
1,478 300 15,000 4900.0%
526,660 520,000 520,000 0.0%
12,028 14,000 14,000 0.0%
100,000 30,000 70.0 %)
538,688 634,000 564,000 11.0 %)
21,997 60,000 22,000 63.3 %)
111,772 0.0%
133,769 60,000 22,000 63.3 %)
673,935 694,300 601,000 13.4 %)
382,180 309,000 314,700
W
CITY OF CHANHASSEN
2012 BUDGET
ENTERPRISE FUNDS
720 Surface Water Management Fund
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC)
4010 Salaries & Wages -Reg 123,323 129,200 126,500 2.1 %)4020 Salaries & Wages -Temp 5,691 8,000 8,000 0.0%
4030 Contributions- Retirement 17,336 18,200 18,200 0.0%
4040 Contributions - Insurance 19,348 21,000 22,200 5.7%
4050 Workers Compensation 317 500 500 0.0%
TOTAL PERSONAL SERVICES 166,015 176,900 175,400 0.8 %)
4120 Supplies- Equipment 1,140 2,000 2,000 0.0%
4130 Supplies- Program 7,755 7,500 8,000 6.7%
4150 Maintenance Materials 16,695 10,000 16,000 60.0%
4210 Books and Periodicals 100 100.0 %)4240 Uniforms & Clothing 100 100.0 %)
TOTAL MATERIALS & SUPPLIES 25,590 19,700 26,000 32.0%
4300 Fees, Services 66,836 175,000 75,000 57.1%)4301 Auditing 2,000 8,000 4,000 50.0 %)4310 Telephone and Communications 948 600 800 33.3%
4340 Printing & Publishing 130 100 100 0.0%4360 Subscriptions & Memberships 1,280 1,200 1,200 0.0%4370 Travel & Training 1,324 2,000 2,000 0.0%4380 Mileage 300 300 0.0%4410 Rental- Equipment 0.0%4483 Insurance - General Liability 1,500 1,500 1,500 0.0%4703 Office Equipment 9 0.0%4807 Property Tax Expense 26,020 0.0%4933 Sales Tax 102 0.0%
TOTAL CONTRACTUAL SERVICES 100,151 188,700 84,900 55.0 %)
TOTAL EXPENDITURES 291,756 385,300 286,300 25.7 %)
M
CITY OF CHANHASSEN
2012 BUDGET
ENTERPRISE FUNDS
720 Surface Water Management Fund
7201 Recycling
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
REVENUE
INTERGOVERNMENTAL REVENUE
3520 Grants - County 2,984 4,000 3,000 (25.0 %)TOTAL INTERGOVERNMENTAL REV 2,984 4,000 3,000 (25.0 %)
CHARGES FOR CURRENT SERVICES
3650 Sale of Recyclables
TOTAL CURRENT SERVICES
TOTAL REVENUE
REVENUE OVER/(UNDER) EXPENDITURES
36 - - 0.0%
36 - - 0.0%
3,020 4,000 3,000 (25.0 %)
32,613) (36,900) (35,900)
L.*]K
CITY OF CHANHASSEN
2012 BUDGET
ENTERPRISE FUNDS
720 Surface Water Management Fund
7201 Recycling
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/ DEC
4010 Salaries & Wages -Reg 21,786 22,300 22,300 0.0%
4030 Contributions- Retirement 3,034 3,200 3,300 3.1%
4040 Contributions - Insurance 5,137 5,100 6,500 27.5%
4050 Workers Compensation 61 100 100 0.0%
TOTAL PERSONAL SERVICES 30,018 30,700 32,200 4.9%
4130 Supplies- Program 1,537 2,000 1,600 20.0 %)4210 Books and Periodicals 100 100.0 %)4260 Small Tools & Equipment 25 100 100 0.0%
TOTAL MATERIALS & SUPPLIES 1,562 2,200 1,700 22.7 %)
4300 Fees, Services 3,062 6,000 3,600 40.0 %)4340 Printing & Publishing 824 1,700 1,100 35.3 %)4350 Cleaning and Waste Removal 0.0%
4360 Subscriptions & Memberships 150 200 200 0.0%
4370 Travel & Training 100 100 0.0%
4933 Sales Tax 17 0.0%
TOTAL CONTRACTUAL SERVICES 4,053 8,000 5,000 37.5 %)
TOTAL RECYCLING 35,633 40,900 38,900 (4.9 %)
M.
CITY OF CHANHASSEN
2012 BUDGET
ENTERPRISE FUNDS
720 Surface Water Management Fund
7202 Reforestation
2011 to
2010 2011 2012 2012
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
REVENUE
INTERGOVERNMENTAL REVENUE
3533 Grants -Other _
TOTAL INTERGOVERNMENTAL REV -
CHARGES FOR CURRENT SERVICES
3640 Community Garden Plot Rental 1,957
3650 Sale of Recyclables 3,930
3903 Refunds and Reimbursements 220
TOTAL CURRENT SERVICES 6,107
TOTAL REVENUE 6,107 3,800 4,500 18.4%
REVENUE OVER/(UNDER) EXPENDITURES (73,549) (72,800) (75,200)
m
0.0%
0.0%
1,800 1,900 5.6%
2,000 2,600 30.0%
0.0%
3,800 4,500 18.4%
CITY OF CHANHASSEN
2012 BUDGET
ENTERPRISE FUNDS
720 Surface Water Management Fund
7202 Reforestation
2011 to
2010 2011 2012 2012ACCOUNTDESCRIPTIONACTUALBUDGETBUDGET % INC/(DEC)
4010 Salaries & Wages -Reg 21,786 22,300 22,300 0.0%4030 Contributions - Retirement 3,034 3,200 3,300 3.1%4040 Contributions - Insurance 5,137 5,100 6,500 27.5%4050 Workers Compensation 61 100 100 0.0%
4370
TOTAL PERSONAL SERVICES 30,017 30,700 32,200 4.9%
4130 Supplies- Program 3,931 5,000 4,200 16.0 %)TOTAL MATERIALS & SUPPLIES 3,931 5,000 4,200 16.0 %)
4300 Fees, Services 43,456 38,000 41,000 7.9%4320 Utilities /Community Garden 616 1,600 800 50.0 %)4340 Printing & Publishing 824 500 800 60.0%4360 Subscriptions & Memberships 79 200 100 50.0 %)4370 Travel & Training 665 600 600 0.0%4933 Sales Tax 67
TOTAL CONTRACTUAL SERVICES 45,707 40,900 43,300
0.0%
5.9%
TOTAL REFORESTATION 79,655 76,600 79,700 4,0%
APPENDIX
MN
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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 (i.e. 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 occurduringnormalmealhours.
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, advisoryboards /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 ofChanhassenPersonnelPolicy.
7. The City will not purchase or reimburse any employee, councilmember, or agent for the
purchase of intoxicating liquor or malt beverages.
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 of these 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 of the 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 of the citizens of the 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 — certificate and $25 dollars
b. Ten (10) years — certificate and $50 dollars
c. Fifteen (15) years — certificate and $75 dollars
d. Twenty (20) years — certificate and $100 dollars
e. Twenty -five (25) years — certificate and $150 dollars
f. Thirty (30) years certificate and $200 dollars
g. Thirty-five (35) years — certificate and $250 dollars
h. Forty (40) years — certificate and $500 dollars
i. Forty-five (45) years — certificate and $750 dollars
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.
WE
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
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 of the
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 of the 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 of that fact, the City has
adopted a practice governing the use of cellular telephones.
The development of this 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 Citypersonnel.
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 assignedthatnumber.
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 byothermeans.
91
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
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.
Safe :
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.
Amended by the Chanhassen City Council on December 12, 2011.
Purchasing Policy
City of Chanhassen, Minnesota
Adopted on
February 10, 2003
Amended on
July 14, 2003
June 26, 2006
July 14, 2008
June 27, 2011
93
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 purchasingprocess.
The standards in this manual are minimum standards to ensure fiscal responsibility.Departments may set more restrictive procedures to meet their own budgetaryaccountability.
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 publicareas.
Section 1. Purchasing Guidelines
1.3 Quick Reference Guide
Value of Purchase Quotations Needed Payment Request Approvals Needed Prior
Options to Purchasin
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 Credit Card Department Yes
RFP's Check Request Finance No
Purchase Order City Manager No
City Council No
10,000 - $19,999 Two Written Quotes or Credit Card Department Yes
RFP's Check Request Finance Yes
Purchase Order City Manager Yes
20,000 - $99,999 Two Written Quotes or Check Request
City Council
Department
No
Yes
RFP's Purchase Order Finance Yes
City Manager Yes
Greater than Sealed Bids Check Request
City Council
Department
Yes
Yes100,000 Purchase Order Finance Yes
City Manager Yes
Ci 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 processorwithintheCIP.
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
20,000 (see Agreement Processing section of this document). Purchases
between $10,000 and $19,999 have to be approved by the City Manager and theFinanceDirector.
95
The City Council has pre- approved payment for utility accounts and payroll
transfers that occur in the normal course of business even though they may
exceed $20,000. These are contractual accounts for services that are approved
as part of the budget process. The vendors that fall under this situation include
Centerpoint Energy, Xcel Energy, Metropolitan Council Environmental Services,
United States Treasury, State of Minnesota, PERA, and the City's insurance and
healthcare providers. Any payments to these vendors that are outside the
normal course of business will be presented to the City Council for individual
approval.
Section 2. Purchasing Practices
2.1 Ethics / 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 theCity's procurement system, and open and free competition among prospective
suppliers. In keeping with this value, employees should avoid the following practiceswhenmakingpurchasesonbehalfoftheCity:
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.
Examples of this include:
Providing vendors with information regarding their competition's offers inadvanceofabidopening.
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 receivinggiftsexcept where they are included as part of the cost of a product, good, orservice provided (such as a meal provided as part of a conference).
97
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 goodsandservicesthatservethe 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 usefulnessE -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 paperChlorine -free paper - buying chlorine -free paper reduces pollution. Choose paperlabeledas `Processed Chlorine- Free" (PCF)
White and pastel paper - fluorescent colors make copy paper harder to recyclePurchase 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 zincColorstoavoidincludefluorescentcolors, warm red, and metallics
Glue, coatings, and foil stamping - use glueless bindings and uncoated paperwhenpossible. Avoid foil stamping and heavy ink coverage
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 upgradedPrinters - 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 than65 %)
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 be10% 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, PVCandotherplastics, pressboard, and fabric
To7
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 $10,000 and is less than $20,000 approval is needed by CityManager and the Finance Director.
5. Department director forwards request for payment with invoice to the Finance
Department for approval and input into financial accounting system.
6. Payment is made by the Finance Department.
7. Finance produces check register for approval by City Council.
100
Section 4. Purchasing Alternatives
4.1 Sealed Bids
A formal sealed bid procedure is required for all purchases in excess of $100,000
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 originatingdepartment.
Required authorization for plans and specifications is the responsibility of theoriginatingdepartment.
The City Council must formally approve the bid contract.
The originating department then files the contract with the administrationdepartment.
4.2 State, County and Other Cooperative Purchasing Contracts
State Cooperative Purchasing Contracts — The City of Chanhassen participates in theStateofMinnesotaCooperativePurchasingVenture (CPV). This enables participants tobuygoodsandservicesatareducedcostunder the terms of contracts alreadynegotiatedbytheStateof 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 thepurchasingpaperwork, note that the purchase is per state contract and indicatethecontractnumber.
4.3 Quotes
If a purchase is estimated to exceed $5,000 but not to exceed $99,999, the purchasemaybemadeeitherbysealedbidsor by direct negotiation based upon quotations. If apurchaseismadeinthisrange, staff members are required to obtain at least two written
101
quotes. These quotes should be in writing. If the quotes are not written, the requestorwho received the verbal quote must document the quote in writing. All such quotes mustbeforwardedtothe 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 means an
unforeseen combination of circumstances that calls for immediate action to prevent adisasterfromdevelopingoroccurring.
Minnesota Statute §12.29 gives the Mayor the authority to declare a local emergencyforuptothreedays, which period may be extended by the City Council. During such an
emergency, if authorized by the City Council, the City is not required to use the typicallymandated procedures for purchasing and contracts. During that time, the governingbody may waive compliance with the prescribed purchasing guidelines includingcompliancewithM.S. 471.345, Uniform Municipal Contracting Law.
Whenever possible the current purchasing policies and procedures should be followed
even when an emergency is declared, but as described above if the emergencyrequires speedy action essential to the health, safety, and welfare of the community andiftherehasbeenanemergencydeclaration, the standard purchasing policies andprocedurescanbewaivedinaccordancewithMinnesota Statute §12.37.
4.5 Request for Proposals (RFP)
RFPs may be used to solicit proposals for professional services. Typical information toaddressinRFPsincludes:
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 properreviewandevaluationincluding:
Description of firm and qualifications, including any specialized experiencerelatedtotheproject.
A list of similar projects the firm has completed.
Project timetables including: estimate of hours, breakdown of hours byphase, and the City's expectation for a completion date.
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:
102
Quality and thoroughness of the proposal.
Similar past experience and /or expertise.
References
heCost estimate
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.
Attach a copy of the agreement proposed to be used for the project, including the City'sinsurancecertificate. 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 counselpriorto 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 Cityemployeeatthattime. 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 acreditcardontheInternet, 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 andservices.
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.
The purchase order number used will be the employee's number.
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
The Finance Department policy is for bills to be paid on the claims list. For certain
exceptions, requests for checks may be used under the following guidelines:
Requests for checks are for payments that need to be made prior to claims list.
Such items include getting discounts, avoiding late charges (i.e.: credit card
payments), purchases requiring payment with order, etc.
Requests for checks will be issued weekly. All requests for requests for checks
must be submitted to the Finance Department prior to 3:00 p.m. on Wednesday.
Checks will be issued, mailed, or returned to appropriate department on
Thursdays. Requests for checks may be submitted on an invoice with the codingincluded, purchase order, check request, or expense voucher. Return completed
form with attachments and authorization for payment to the Finance Department.
5.3 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.
5.4 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.
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5.5 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.
5.6 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 forreferenceoflineitemcode.
Helpful hints for completing payment process:
Eleven digit code —101 (fund) 1120 (department or project) 4110 (officesupplies).
Description - specific description of up to 30 characters.
Vendor address line — limited to four lines.
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.
5.7 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 properdepartmental authorization obtained prior to reimbursement.
Employee must provide a signature for reimbursement from the Finance
Department.
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5.8 Guidelines for Payment Processing
Invoices must be attached to the check request, purchase order, or expensevoucher.
Requests for checks are due by 3:00 p.m. 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.
5.9 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, andthoroughness, 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.
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.
5.10 Electronic Funds Transfer
Electronic Funds Transfer may be required in some cases to complete a business
transaction. The funds are transferred electronically from the party's 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 processing inSection5.9.
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5.11 Expense Reimbursement
A completed and properly authorized form is required for reimbursement to employees
for City- related expenses. All requests must contain proper account codes, department
approval, and receipts must be attached where applicable. Expenses will be reimbursed
by check issued on the next 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 previouslyusedformatsuch 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 submissionforaCouncil agenda and /or signatures.
The City attorney must review an agreement if it is written on the other party'sform, 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 $20,000 in value.
Council authorization is required where a contract exceeds $20,000, and the
agreement must be signed by the Mayor and the City Manager.
Where Council authorization is required, a copy of the agreement must beincluded 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 thecertificateofinsurance.
A transmittal form — available from the administration department — ( sample
agreement and transmittal form) must be completed and routed to the Cityattorneywith 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 isresponsibleforcirculating the agreement for signatures.
Be sure to note on the transmittal form the date the insurance expires, and anyspecialconditions, for instance, if the agreement calls for performance by aspecificdate. 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 ongoingagreement).
Original to Administration
The central agreement file is maintained by administration. Once the agreementhasbeenfullyexecuted, the ORIGINAL must be submitted to the administration
department for placement in the central file. The originating department maykeepacopyoftheagreementforthe department file.
The administration department assigns agreement numbers.
E.,
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 capital asset. The amount to record for that capital
asset would be any charge "to place the asset in its intended location and condition for
use."
7.2 Acquisition
When a capital asset is purchased, a capital 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 capital asset form with the required information. In addition, at the end of the
year, a physical count of all capital assets will need to be done by each department's
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 Department. 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 capital
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 capital asset removal form must be filled out when an item sold at auction was listed
on the capital 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 CRTs in which case purchasing guidelines should be
followed.
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