2013 Budget
Table of Contents
Budget Overview
Authorizing Resolution ............................................................................................................. 1
Tax Levy ........................................................................................................................................... 2
Employee Count ........................................................................................................................... 3
General Fund Expenditures ..................................................................................................... 4
General Fund Revenues ............................................................................................................ 5
General Fund
General Government
Legislative ........................................................................................................................... 7
Administration ................................................................................................................. 9
Finance ............................................................................................................................... 11
Legal .................................................................................................................................... 13
Property Assessment ................................................................................................... 15
Management Information Systems (MIS) ........................................................... 17
City Hall ............................................................................................................................. 19
Elections ............................................................................................................................ 21
Library Building ............................................................................................................. 23
Public Safety
Police Administration .................................................................................................. 25
Fire Prevention and Administration ..................................................................... 27
Code Enforcement ......................................................................................................... 29
Community Service ....................................................................................................... 31
Public Works
Engineering ...................................................................................................................... 33
Street Maintenance ....................................................................................................... 35
Street Lighting and Signals ........................................................................................ 37
Fleet Department .......................................................................................................... 39
Community Development
Planning Commission .................................................................................................. 41
Planning Administration ............................................................................................ 43
Senior Commission ....................................................................................................... 45
Parks and Recreation
Park and Recreation Commission .......................................................................... 47
Park and Recreation Administration .................................................................... 49
Recreation Center ......................................................................................................... 51
Lake Ann Park Operations ......................................................................................... 53
Park Maintenance ......................................................................................................... 55
Senior Citizens Center ................................................................................................. 57
Recreation Programs ................................................................................................... 59
Self-Supporting Programs ......................................................................................... 61
Recreation Sports .......................................................................................................... 63
Special Revenue Funds ................................................................................................. 66
10% Charitable Contribution ................................................................................... 67
Cable TV ............................................................................................................................. 69
Enterprise Funds ............................................................................................................... 72
Water Utility .................................................................................................................... 73
Sewer Utility .................................................................................................................... 77
Surface Water Management ..................................................................................... 81
Appendix
Public Purpose Expenditure Policy ................................................................. 100
Purchasing Policy ............................................................................................................ 104
1
2012 2013 % Change
Operational & Capital Levies
General Fund 7,434,500$ 7,476,700$
Capital Replacement 800,000 800,000
MSA (Sealcoating) 200,000 200,000
Total Operational & Capital Levies 8,434,500$ 8,476,700$ 0.50%
Debt Levies
General Obligation Debt (212 Bonds) 335,900$ 550,000$
Audubon 437,842 130,680
Public Works Facility 593,800 593,200
Library Referendum 351,648 445,310
Total Debt Levies 1,719,190$ 1,719,190$ 0.00%
Total All Levies 10,153,690$ 10,195,890$ 0.42%
2013 Tax Levy
2
Employee Count
2012
Actual
2013
Budget
2014
Budget
2015
Budget
Administration 4.55 4.55 4.55 4.55
Finance 2.80 2.80 2.80 2.80
Management Information Systems 2.00 2.00 2.00 2.00
City Hall 1.00 1.00 1.00 1.00
Police Administration .80 .80 .80 .80
Fire Prevention and Administration 2.25 2.25 2.25 2.25
Code Enforcement 7.00 7.00 7.00 7.00
Community Service 1.50 1.50 1.50 1.50
Engineering 6.25 6.25 6.25 6.25
Street Maintenance 8.25 8.25 8.25 8.25
Fleet Department 3.25 3.25 3.25 3.25
Planning Administration 4.50 3.50 3.50 3.50
Senior Commission .25 .25 .25 .25
Park and Recreation Administration 1.00 1.00 1.00 1.00
Recreation Center 1.00 1.00 1.00 1.00
Park Maintenance 7.25 7.25 7.25 7.25
Senior Citizens Center .70 .70 .70 .70
Recreation Programs 1.60 1.60 1.60 1.60
Self-Supporting Programs .40 .40 .40 .40
Cable TV 1.25 1.25 1.25 1.25
Water Utility 5.325 5.325 5.325 5.325
Sewer Utility 4.325 4.325 4.325 4.325
Surface Water Management Fund 2.85 2.85 2.85 2.85
Total 70.10 69.10 69.10 69.10
3
Personal Materials Contractual Capital 2013 2012 %2011
Services & Supplies Services Outlay Total Total Change Actual
General Government
1110 Legislative 32,300 - 69,800 - 102,100 101,200 0.89%97,640
1120 Administration 429,800 - 66,800 - 496,600 475,000 4.55%465,257
1130 Finance 234,300 200 47,800 200 282,500 280,000 0.89%273,841
1140 Legal - - 155,000 - 155,000 145,000 6.90%147,871
1150 Property Assessment - - 124,900 - 124,900 112,600 10.92%118,943
1160 MIS 184,500 38,250 40,950 - 263,700 256,900 2.65%250,419
1170 City Hall 74,300 42,600 296,400 - 413,300 407,800 1.35%400,879
1180 Elections 22,500 3,500 9,100 - 35,100 32,100 9.35%4,297
1190 Library Building - 3,000 117,600 - 120,600 122,100 -1.23%114,982
*Total 977,700 87,550 928,350 200 1,993,800 1,932,700 3.16%1,874,128
Law Enforcement
1210 Police Administration 68,200 3,000 1,520,000 - 1,591,200 1,576,200 0.95%1,492,142
1220 Fire Prevention & Admin 518,900 50,600 187,800 - 757,300 762,600 -0.69%694,229
1250 Code Enforcement 607,100 5,100 15,300 - 627,500 612,100 2.52%598,562
1260 Community Service 60,400 4,000 13,500 - 77,900 75,800 2.77%68,897
*Total 1,254,600 62,700 1,736,600 - 3,053,900 3,026,700 0.90%2,853,830
Public Works
1310 Engineering 562,000 1,300 30,600 - 593,900 581,600 2.11%539,282
1320 Street Maintenance 687,200 129,600 30,700 - 847,500 832,800 1.77%818,635
1350 Street Lighting & Signals - 2,000 356,100 - 358,100 339,900 5.35%361,746
1370 Fleet Department 274,200 174,400 80,100 4,500 533,200 517,000 3.13%547,218
*Total 1,523,400 307,300 497,500 4,500 2,332,700 2,271,300 2.70%2,266,882
Community Development
1410 Planning Commission - 200 4,000 - 4,200 4,200 0.00%3,241
1420 Planning Administration 370,200 400 12,000 - 382,600 422,900 -9.53%399,675
1430 Senior Commission 23,400 - 9,700 - 33,100 32,500 1.85%31,365
*Total 393,600 600 25,700 - 419,900 459,600 -8.64%434,282
Park & Recreation
1510 Park & Rec Commission - 200 2,600 - 2,800 2,800 0.00%2,311
1520 Park & Rec Administration 133,100 600 7,400 - 141,100 137,700 2.47%151,183
1530 Recreation Center 212,800 44,000 82,800 - 339,600 344,300 -1.37%314,019
1540 Lake Ann Park Operations 8,700 8,200 44,900 - 61,800 61,800 0.00%52,152
1550 Park Maintenance 767,700 79,900 90,300 4,000 941,900 923,200 2.03%933,292
1560 Senior Citizens Center 50,400 3,300 19,900 - 73,600 69,700 5.60%62,684
1600 Recreation Programs 178,600 19,100 98,700 - 296,400 287,500 3.10%276,493
1700 Self-Supporting Programs 32,900 7,700 27,000 - 67,600 77,600 -12.89%63,648
1800 Recreation Sports 13,200 8,800 300 - 22,300 21,700 2.76%16,804
*Total 1,397,400 171,800 373,900 4,000 1,947,100 1,926,300 1.08%1,872,584
Total Operational Expenditures 5,546,700 629,950 3,562,050 8,700 9,747,400 9,616,600 1.36%9,301,707
Transfer for Roads - - - -
**Total General Fund 9,747,400 9,616,600 1.36%9,301,707
Dollar Change from Previous Year 130,800
2013 General Fund Budget
Expenditures
4
2010 2011 2012 2012 2013 Inc Over
Account Description Actual Actual Budget Projected Budget PY Budget
General Property Tax
3010 Current Property Tax 7,097,455 7,104,682 7,434,500 7,434,500 7,476,700 0.6%
3002 Allowance for Delinquent Taxes - (240,731) (200,000) (200,000) (200,000)
3011 Delinquent Property Tax 210,523 136,911 180,000 180,000 150,000
*Total General Property Tax 7,307,978 7,000,862 7,414,500 7,414,500 7,426,700 0.2%
Licenses
3203 Dog Kennel 619 775 800 800 800
3205 Dog or Cat 9,169 50 - - -
3213 Solicitor 950 1,075 1,000 1,000 1,000
3226 Liquor On and Off Sale 95,954 90,433 90,000 90,000 90,000
3230 Rental Housing Licenses 12,450 37,000 - - -
3284 Rubbish 4,200 5,400 4,000 4,000 5,000
*Total Licenses 123,342 134,733 95,800 95,800 96,800 1.0%
Permits
3301 Building 480,125 656,092 380,000 380,000 480,000
3302 Plan Check 240,028 310,802 180,000 180,000 220,000
3305 Heating & A/C 101,549 108,648 80,000 80,000 82,800
3306 Plumbing 60,579 87,553 65,000 65,000 65,000
3307 Trenching 40,012 43,062 30,000 30,000 30,000
3308 Gun 1,320 1,320 1,400 1,400 1,400
3309 Sprinkler 10,423 9,925 11,000 11,000 11,000
3311 Sign 6,115 4,830 6,500 6,500 6,500
3320 Stable 210 210 300 300 300
3330 Elec Permit App Forms - 184 - - -
2013 General Fund Budget
Revenue
3330 Elec Permit App Forms - 184 - - -
3331 Firework's Application Fee 225 300 - - -
3390 Misc. Permits 2,625 3,280 2,000 2,000 3,000
*Total Permits 943,210 1,226,206 756,200 756,200 900,000 19.0%
Fines & Penalties
3401 Traffic & Ordinance Violation 117,899 121,196 125,000 125,000 125,000
3402 Vehicle Lockouts 1,746 1,400 2,500 2,500 2,500
3404 Dog/Cat Impound 3,789 3,885 - 4,000 4,000
3405 Other Fines and Penalties 175 90 - - -
*Total Fines & Penalties 123,609 126,570 127,500 131,500 131,500 3.1%
Intergovernmental Revenue
3503 Reimbursement from School Dist.41,941 44,774 45,000 45,000 45,000
3509 Other Shared Taxes 125,349 129,297 125,000 125,000 125,000
3510 Grants-State 110,223 114,664 100,000 100,000 110,000
3520 Grants-County - 10,000 - - -
3533 Grants-Other - 1,000 - - -
*Total Intergovernmental Revenue 277,513 299,734 270,000 270,000 280,000 3.7%
5
2010 2011 2012 2012 2013 Inc Over
Account Description Actual Actual Budget Projected Budget PY Budget
Charges for Current Services
3601 Sale of Documents 3,034 996 1,500 1,500 1,500
3602 Use & Variance Permits 6,545 5,729 7,000 7,000 7,000
3603 Rezoning Fees 500 - 500 500 500
3604 Assessment Searches 270 195 400 400 400
3605 Plat Recording Fees 1,650 573 2,000 2,000 2,000
3607 Election Filing Fees 20 - - - -
3613 Misc.-General Government 3,191 1,827 3,200 3,200 3,200
3614 Admin. Charge-2% Constr.49,042 19,338 40,000 40,000 25,000
3615 Admin. Charge-5% Street Re-Constr.16,664 - 60,000 60,000 20,000
3615 Admin. Charge-5% Utility Projects 20,701 - - - -
3617 Engineering General 30 45 - - -
3619 Investment Management Fee 75,000 75,000 75,000 75,000 75,000
3629 Misc.-Public Safety 11,865 9,161 11,500 11,500 11,500
3630 Recreation Program Fees 33,799 38,523 35,000 35,000 40,000
3631 Recreation Center 227,487 211,484 230,000 230,000 220,000
3633 Park Equipment Rental 150 84 300 300 300
3634 Park Facility Usage Fee 12,521 14,015 14,000 14,000 14,000
3635 Watercraft Rental 5,467 5,433 5,000 5,000 5,000
3636 Self-Supporting Programs 55,066 58,481 93,600 93,600 65,000
3637 Senior Programs 28,801 23,407 30,000 30,000 30,000
3638 Food Concessions 10,212 10,513 12,000 12,000 12,000
3639 Misc.-Park & Rec.1,165 1,029 1,200 1,200 1,200
3641 Youth Sport Donation - - - - -
3642 Recreation Sports 29,713 29,974 31,000 31,000 31,000
3649 Misc.-Public Works 2,100 5,400 2,000 2,000 2,000
2013 General Fund Budget
Revenue
3649 Misc.-Public Works 2,100 5,400 2,000 2,000 2,000
3651 Merchandise Sales 1,911 1,519 1,500 1,500 1,500
3670 Internment Fee 50 300 - - -
*Total Charges for Current Services 596,952 513,025 656,700 656,700 568,100 -13.5%
Other Revenue
3801 Interest Earnings 37,575 122,364 60,000 60,000 80,000
3802 Equipment Rental & Sale 195,623 201,279 150,000 150,000 170,000
3803 Building Rental 5,420 8,945 5,000 5,000 9,000
3804 Land Sale 7,400 2,600 - - -
3807 Donations 35,285 25,675 31,400 31,400 30,100
3816 SAC Retainer 2,479 3,592 3,000 3,000 3,700
3818 Sur-Tax Retainer 629 850 1,000 1,000 1,000
3820 Misc. Other Revenue 317 255 500 500 500
3903 Refunds/Reimbursements 107,415 56,558 45,000 45,000 50,000
3980 Cash Short/Over 4 (2) - - -
*Total Other Revenue 392,147 422,116 295,900 295,900 344,300 16.4%
**Total General Fund Revenue 9,764,750 9,723,246 9,616,600 9,620,600 9,747,400 1.4%
Total General Fund Expenditures 9,747,400
Net Levy Remaining (Use of Gen Fund Reserves)-
6
Legislative
Mission Statement
The City Council, comprised of the Mayor and 4 at-large Council representatives will formulate City
policy, enact legislation, and oversee City administration. The City Council abides by the vision that we
are “Planning for Today, Providing for Tomorrow.”
Strategies/Services
CITY COUNCIL – The City Council is the governing body that reviews all ordinances and formulates
City policy and enacts local legislation.
PRINTING & PUBLISHING – The City produces, prints and mails the quarterly newsletter and
Connection. In addition all ordinances and agendas need to be published in accordance with state
statute.
Budget Highlights & Future Trends
Increase in fees for service to match actual spending.
2013 Goals
Give the Connection a new, fresh look.
Develop and implement 2013 Key Financial Strategies Plan.
7
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4020 Salaries & Wages-Temp 28,850 30,500 30,000 30,000 0.0%
4030 Contributions-Retirement 2,048 2,097 2,200 2,200 0.0%
4050 Workers Compensation 78 - 100 100 0.0%
*Total Personal Services 30,976 32,597 32,300 32,300 0.0%
4210 Books & Periodicals - - 100 - (100.0%)
*Total Materials & Supplies - - 100 - (100.0%)
4300 Fees, Services 1,383 6,570 2,000 3,000 50.0%
4340 Printing & Publishing 34,821 29,547 36,000 36,000 0.0%
4360 Subscriptions & Memberships 23,918 22,579 25,000 25,000 0.0%
4370 Travel & Training 3,364 4,354 4,500 4,500 0.0%
4375 Promotional Expenses 5,309 1,988 1,300 1,300 0.0%
4933 Sales Tax 3 4 - - 0.0%
*Total Contractual Services 68,798 65,042 68,800 69,800 1.5%
**Total Legislative 99,774 97,640 101,200 102,100 0.9%
2013 General Fund Budget
Legislative (1110)
8
Administration
Mission Statement
The Administration Department is responsible for overseeing and coordinating all aspects of the City
of Chanhassen. Administration strives to provide effective and fiscally responsible municipal services
in a manner which promotes a high standard of community life.
Strategies/Services
CHIEF ADMINISTRATIVE OFFICER – The City Manager is the Chief Administrative Officer of the City
and directs the administration of City affairs.
ENFORCEMENT – The City Manager is responsible for enforcing the City code and resolutions
adopted by the City Council.
ANNUAL BUDGET – The City Manager’s office is responsible for submitting an annual budget to the
City Council for approval. The City Manager also oversees and apprises the City Council of the
City’s financial condition.
ELECTIONS – The City Manager’s office is responsible for coordinating and conducting elections.
Budget Highlights & Future Trends
Slight increase ($200) to Subscriptions and Memberships to accommodate the annual increase in
League of Minnesota Cities dues.
2013 Goals
Implement additional features of new website, including Request Tracker mobile system.
Implement goals included in the City’s Annual Key Financial Strategies Plan.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
City Manager .80 .80 .80 .80
Assistant City Manager .75 .75 .75 .75
Office Manager 1 1 1 1
Communications Specialist 1 1 1 1
Administrative Support Specialist 1 1 1 1
Total 4.55 4.55 4.55 4.55
9
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 314,601 309,963 323,000 331,000 2.5%
4020 Salaries & Wages-Temp 220 220 1,000 1,000 0.0%
4030 Contributions-Retirement 44,264 44,566 48,100 50,300 4.6%
4040 Contributions-Insurance 31,637 34,776 35,300 47,000 33.1%
4050 Workers Compensation 445 377 500 500 0.0%
*Total Personal Services 391,167 389,901 407,900 429,800 5.4%
4120 Supplies-Equipment 21 - 200 - (100.0%)
4130 Supplies-Program 7 - 100 - (100.0%)
4210 Books & Periodicals - - 200 - (100.0%)
*Total Materials & Supplies 29 - 500 - (100.0%)
4300 Fees, Services 15,910 16,067 7,000 7,000 0.0%
4310 Telephone 3,427 3,968 4,000 4,000 0.0%
4320 Utilities 26 35 - - 0.0%
4330 Postage 22,652 22,672 23,000 23,000 0.0%
4340 Printing & Publishing 71 295 300 300 0.0%
4360 Subscriptions & Memberships 3,079 4,205 4,300 4,500 4.7%
4370 Travel & Training 8,415 7,075 8,000 8,000 0.0%
4380 Mileage 5,100 5,100 5,500 5,500 0.0%
4410 Rental-Equipment 13,587 14,467 14,500 14,500 0.0%
4807 Property Tax Expense 711 1,472 - - 0.0%
4933 Sales Tax 4 - - - 0.0%
*Total Contractual Services 72,982 75,356 66,600 66,800 0.3%
**Total Administration 464,177 465,257 475,000 496,600 4.5%
2013 General Fund Budget
Adminstration (1120)
10
Finance
Mission Statement
The Finance Department will maintain the City's overall financial stability through sound financial
planning and management. We will safeguard the City’s assets through the use of proper internal
controls and ongoing maintenance of long-range financial planning documents. We are committed to
the highest standards of accountability, accuracy, timeliness, professionalism, and innovation in
providing financial services to those we serve.
Strategies/Services
PAYROLL – Provide accurate payroll services for all City departments and follow all State and
Federal reporting requirements.
AUDIT – To conduct the annual audit and continue to achieve the GFOA award for excellence in
financial reporting.
BUDGET & CIP – Assist or complete the preparation of the City’s long-term financial planning
documents including the Annual Budget and CIP.
UTILITY BILLING – Manage the City’s utility billing operation and assure accurate accounting of all
related resources.
ACCOUNTS PAYABLE – Coordinate and produce all payments for services and products used by all
City departments.
ASSESSMENTS – Provide updated assessment information to Carver & Hennepin Counties and
assist residents with assessments related to their properties.
Budget Highlights & Future Trends
The budget reflects a small increase of $2,500 (0.9%).
In 2005 the Finance Department acquired new software. It was used to implement Utility Billing
online payments (a convenience feature for our residents to pay online with the use of a credit
card). The department also plans on implementing an online payroll/timekeeping processing
system in 2013.
In 2011/2012, accounts payable vendors were offered the option of electronic payment, which has
been very successful.
2013 Goals
Complete transition to online payroll and HR services for all departments and all full-time
employees.
Assist with implementation of new Radio Read system for City’s utility billing system.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Finance Director .75 .75 .75 .75
Assistant Finance Director .90 .90 .90 .90
Account Clerk 1.15 1.15 1.15 1.15
Total 2.80 2.80 2.80 2.80
11
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 177,992 177,872 178,700 182,300 2.0%
4030 Contributions-Retirement 25,305 25,684 26,600 27,200 2.3%
4040 Contributions-Insurance 24,002 25,347 26,100 24,500 (6.1%)
4050 Workers Compensation 254 220 400 300 (25.0%)
*Total Personal Services 227,553 229,123 231,800 234,300 1.1%
4120 Supplies-Equipment - - 100 100 0.0%
4210 Books & Periodicals - - 100 100 0.0%
*Total Materials & Supplies - - 200 200 0.0%
4300 Fees, Services 10,764 15,692 11,000 16,000 45.5%
4301 Fees, Financial/Audit 27,429 22,678 29,000 24,000 (17.2%)
4310 Telephone and Communications 671 1,054 700 1,000 42.9%
4340 Printing & Publishing 243 1,324 1,000 1,200 20.0%
4360 Subscriptions & Memberships 465 225 500 300 (40.0%)
4370 Travel & Training 2,890 3,581 5,500 5,200 (5.5%)
4530 Repair & Maintenance-Equip - - 100 100 0.0%
4901 Refunds/Reimbursements - 155 - - 0.0%
4933 Sales Tax 4 8 - - 0.0%
*Total Contractual Services 42,466 44,718 47,800 47,800 0.0%
4703 Office Equipment - - 200 200 0.0%
*Total Capital Outlay - - 200 200 0.0%
**Total Finance 270,019 273,841 280,000 282,500 0.9%
2013 General Fund Budget
Finance (1130)
12
Legal
Mission Statement
Through our contract with Campbell Knutson, our mission is to efficiently and effectively administer
the legal affairs of the City by internally providing professional, timely, and useful legal advice and
services; to minimize liability exposure by recommending and implementing appropriate policies,
practices, and procedures; and to administer such legal affairs in the most cost-efficient manner
reasonable so as to contribute to the overall quality of life for the taxpayers of Chanhassen.
Strategies/Services
REVIEW – The City Attorney reviews development plans, personnel actions, contracts, and other
documents.
PROSECUTION – Campbell Knutson handles the prosecution of all cases on behalf of the City.
DEFENSE – Campbell Knutson defends the City in any criminal or civil matter.
Budget Highlights & Future Trends
Increase in Contractual spending to reflect increased time and work required by Campbell Knutson
in relation to increased development.
2013 Goals
Continue to make sound legal decisions that benefit the City’s management and taxpayers.
13
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4302 Fees, Legal 142,163 147,871 145,000 155,000 6.9%
4340 Printing and Publishing 170 - - - 0.0%
*Total Contractual Services 142,333 147,871 145,000 155,000 6.9%
**Total Legal 142,333 147,871 145,000 155,000 6.9%
2013 General Fund Budget
Legal (1140)
14
Property Assessment
Mission Statement
To assess all properties in the City so that they are valued in a fair and equitable manner that can be
presented in a format that is easily understood by residents and businesses.
Strategies/Services
PROPERTY ASSESSMENT – The City contracts with Carver County for assessment services. Each
property in the City is examined at least every four years.
Budget Highlights & Future Trends
Slight increase to account for increase in 2013/2014 contract amount, as well as an increase in the
number of parcels to be assessed.
2013 Goals
Continue successful and efficient assessment process.
15
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4300 Fees, Services 111,272 118,943 112,500 124,900 11.0%
4340 Printing & Publishing 160 - 100 - (100.0%)
*Total Contractual Services 111,432 118,943 112,600 124,900 10.9%
**Total Property Assessment 111,432 118,943 112,600 124,900 10.9%
2013 General Fund Budget
Property Assessment (1150)
16
Management Information Systems (MIS)
Mission Statement
The MIS Department provides and maintains computer, network, and telecommunication resources to
all City users with a goal of assuring that staff has the appropriate technology to efficiently perform
their job functions. The MIS staff also provides direct support of both desktop and server-hosted
software applications and manages vendor support for all other City software. In addition, the
department provides basic software training and manages external software training for all other City
departments.
Strategies/Services
NETWORK HARDWARE SUPPORT – Acquisition, service and support all City network servers,
switches, printers and appliances.
PC HARDWARE SUPPORT – Acquisition, service and support for all computers and mobile devices
used by City staff.
NETWORK/CLIENT SOFTWARE – Acquisition and support for all software on City computers and
various hosted services.
TELECOMMUNICATIONS – Hardware/software support for the central telephone system and
mobile cellular devices.
TRAINING – Provide or fund software and hardware training for City staff.
SECURITY – Shared responsibility for facility security systems.
UTILITY DEPT. SUPPORT – Provide support for City SCADA network hardware and software.
Budget Highlights & Future Trends
The 2013 budget reflects an increase of $6,800 (2.6%).
In 2012, the central telephone system was replaced adding additional features and improved
integration with email and other City applications.
Additional storage was added to accommodate growth.
Major software upgrades and additions were made to financial and GIS applications.
2013 Goals
Partner with Carver County Information Services on the implementation of services on the county-
wide fiber optic network.
Improve network backup and disaster recovery equipment, processes and procedures.
Implement additional Civic Plus applications and integrate with server side software.
Begin rolling out Windows server 2012 and Windows 8 Desktop.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
MIS Coordinator 1 1 1 1
Information Services 1 1 1 1
Total 2 2 2 2
17
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 137,201 138,680 139,100 141,900 2.0%
4030 Contributions-Retirement 19,722 20,112 20,600 21,200 2.9%
4040 Contributions-Insurance 16,919 19,129 19,500 21,200 8.7%
4050 Workers Compensation 196 168 300 200 (33.3%)
*Total Personal Services 174,037 178,090 179,500 184,500 2.8%
4150 Supplies-Equipment 1,196 1,631 1,300 1,300 0.0%
4210 Books & Periodicals 290 397 300 300 0.0%
4220 Software Licensing & Support 15,310 25,280 32,550 36,350 11.7%
4260 Small Tools & Equipment 160 265 300 300 0.0%
*Total Materials & Supplies 16,956 27,573 34,450 38,250 11.0%
4300 Fees, Services 28,807 25,288 20,950 17,650 (15.8%)
4310 Telephone and Communications 2,122 3,701 2,200 2,300 4.5%
4320 Utilities 4,559 4,320 8,800 10,000 13.6%
4370 Travel & Training 5,186 5,748 6,000 6,000 0.0%
4530 Repair & Maintenance-Equip 5,638 5,479 5,000 5,000 0.0%
4933 Sales Tax 602 221 - - 0.0%
*Total Contractual Services 46,915 44,757 42,950 40,950 (4.7%)
**Total MIS 237,908 250,419 256,900 263,700 2.6%
2013 General Fund Budget
Management Information Systems (MIS) (1160)
18
City Hall
Mission Statement
This department ensures the efficient and reliable operation of all City buildings. This includes
ensuring that public buildings are safe, accessible, functional and inviting for all. To this end, we
continually maintain and improve Chanhassen’s public buildings, focusing on providing superior value
and energy conservation for our City.
Strategies/Services
PREVENTATIVE MAINTENANCE – Responsible for routine maintenance to critical equipment, such
as roofs and HVAC units, to maximize life expectancy and performance.
REPAIRS AND REPLACEMENTS – Oversee major upgrades, replacements, and repairs once
equipment has concluded its useful life.
BUILDING CODES – Ensure that all buildings meet current building and fire codes.
OFFICE SUPPLIES – Purchase all necessary toiletries, paper supplies, and other office products for
the City.
INSURANCE – Provide property insurance, auto insurance, various risk coverages, and terrorism
insurance to cover all City operations.
Budget Highlights & Future Trends
Decrease maintenance materials, utilities, and fees for services to match actual spending.
Increase to allow for increase to General Liability Insurance costs.
2013 Goals
Continued management of public buildings and equipment to maximize life expectancy and
operation.
Oversee replacement of HVAC unit related to Server Room to reduce/eliminate overheating issues
experienced over the last few years.
Oversee improvements to Fire Station #1 parking lot to reduce ice dam issues and safety concerns.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Building Maintenance 1 1 1 1
Total 1 1 1 1
19
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 51,811 52,141 52,000 53,000 1.9%
4011 Overtime-Reg 5,080 2,956 3,500 3,500 0.0%
4030 Contributions-Retirement 8,241 8,110 8,200 8,100 (1.2%)
4040 Contributions-Insurance 6,423 7,225 7,400 8,000 8.1%
4050 Workers Compensation 1,550 1,390 1,700 1,700 0.0%
*Total Personal Services 73,106 71,821 72,800 74,300 2.1%
4110 Supplies-Office 38,184 39,314 37,000 37,000 0.0%
4120 Supplies-Equipment 321 597 100 900 800.0%
4130 Supplies-Program 48 - - - 0.0%
4140 Supplies-Vehicles - 698 800 800 0.0%
4150 Maintenance Materials 3,807 2,830 4,000 3,500 (12.5%)
4260 Small Tools & Equipment 1,057 264 400 400 0.0%
*Total Materials & Supplies 43,416 43,704 42,300 42,600 0.7%
4300 Fees, Services 10,480 7,895 11,000 9,000 (18.2%)
4310 Telephone 9,844 10,034 10,500 10,500 0.0%
4320 Utilities 36,630 40,108 46,000 45,000 (2.2%)
4350 Cleaning & Waste Removal 32,571 31,555 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 180,380 182,042 178,000 185,000 3.9%
4510 Repair & Maintenance-Building 6,117 8,328 8,000 8,000 0.0%
4520 Repair & Maintenance-Vehicles 20 102 600 600 0.0%
4530 Repair & Maintenance-Equip 5,141 5,179 5,000 5,000 0.0%
4933 Sales Tax 192 112 300 - (100.0%)
*Total Contractual Services 282,916 285,354 292,700 296,400 1.3%
**Total City Hall 399,437 400,879 407,800 413,300 1.3%
2013 General Fund Budget
City Hall (1170)
20
Elections
Mission Statement
The Mission of the Elections department is to provide free, open, honest and professionally managed
election services to our community. Through Elections, we assume the responsibility for protecting
the will of the people; protecting democracy as a concept and form of government; and for establishing
fairness and equity in the process of self-governance.
Strategies/Services
VOTER REGISTRATION – The City is responsible for facilitating voter registration.
REDISTRICTING – Following each US Census, the City is responsible for redistricting the City into
equal districts.
COMPLIANCE WITH STATE AND FEDERAL LAWS – Elections must be conducted in strict
compliance with state and federal laws, notably including those related to data privacy.
CUSTOMER SERVICE – Provide excellent customer to promote confidence in the elections process
and government in general.
Budget Highlights & Future Trends
Equipment Supplies and Office Supplies have been increased to match actual spending in recent
years.
2013 Goals
Conduct School District Referendum Election.
Prepare for 2014 Elections, which includes the Minnesota Gubernatorial Race.
21
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4020 Salaries & Wages-Temp 27,433 - 22,000 22,000 0.0%
4030 Contributions-Retirement 218 - 400 400 0.0%
4050 Workers Compensation 71 - 100 100 0.0%
4060 Unemployment 167 2 - - 0.0%
*Total Personal Services 27,888 2 22,500 22,500 0.0%
4110 Office Supplies 462 - 500 1,500 200.0%
4120 Supplies-Equipment - 4,242 - 2,000 2000.0%
*Total Materials & Supplies 462 4,242 500 3,500 600.0%
4300 Fees, Services 10,092 - 5,000 5,000 0.0%
4340 Printing & Publishing 214 - 2,300 2,300 0.0%
4370 Travel & Training 3,639 53 1,800 1,800 0.0%
*Total Contractual Services 13,945 53 9,100 9,100 0.0%
**Total Elections 42,295 4,297 32,100 35,100 9.3%
2013 General Fund Budget
Elections (1180)
22
Library Building
Mission Statement
The City of Chanhassen operates the Chanhassen Library building, working in partnership with Carver
County to be a gathering place providing access to ideas, experiences, and materials to enrich our lives.
Strategies/Services
PROVIDE LIBRARY BUILDING FOR RESIDENTS – The City pays for the building and all operating
expenses of the building including; utilities, lights, heat, air conditioning, cleaning and telephone
service.
Budget Highlights & Future Trends
Decrease in Fees for Service and Cleaning & Waste Removal line items to match actual spending.
2013 Goals
Continue to look for ways to optimize efficiency of energy use within the building.
Continue to maintain equipment to maximize its useful life.
23
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4120 Supplies-Equipment 60 ---0.0%
4150 Maintenance Materials 3,433 2,560 3,000 3,000 0.0%
4260 Small Tools & Equipment 45 54 - - 0.0%
*Total Materials & Supplies 3,538 2,614 3,000 3,000 14.8%
4300 Fees, Services 4,970 4,794 6,500 6,000 (7.7%)
4310 Telephone 1,454 1,442 1,600 1,600 0.0%
4320 Utilities 64,376 65,035 68,000 68,000 0.0%
4350 Cleaning & Waste Removal 31,759 30,401 33,000 32,000 (3.0%)
4510 Repair & Maintenance-Building 5,591 3,039 5,000 5,000 0.0%
4530 Repair & Maintenance-Equip 2,075 7,657 5,000 5,000 0.0%
4933 Sales Tax 43 - - - 0.0%
*Total Contractual Services 110,266 112,368 119,100 117,600 (1.3%)
**Total Library Building 113,803 114,982 122,100 120,600 (1.2%)
2013 General Fund Budget
Library Building (1190)
24
Police Administration
Mission Statement
The Carver County Sheriff’s Office will serve everyone with respect and dignity and to do so with
honor, integrity and pride. We are committed to enhancing the security, safety, and the quality of life
for the citizens, businesses and visitors of Chanhassen.
Strategies/Services
SERVICE – Deliver quality service to all who look to us for assistance.
ENFORCEMENT – Enforce all local, state and federal laws.
COLLABORATE – Collaborate with other agencies to share resources whenever possible.
Budget Highlights & Future Trends
Replace day Corporal with day Sergeant and replace evening Corporal with night Deputy.
Reduce squad cars by 2.
2013 Goals
Provide public safety services in a manner consistent with the values of the citizens of Chanhassen.
Empower the businesses, schools and citizens of Chanhassen as partners in identifying and solving
community problems.
Identify and address traffic concerns within the City.
Identify crime trends and issues affecting the quality of life in our community and develop a
strategy to address/resolve them.
Provide public safety services in an efficient and cost effective manner.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Crime Prevention Specialist .80 .80 .80 .80
Lieutenant 1 1 1 1
Sergeant 2 3 3 3
Investigator 1 1 1 1
School Resource Officer 1 1 1 1
Corporals 2 0 0 0
Deputies 8 9 10 10
Total 15.80 15.80 16.80 16.80
Employee Overhead 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Records .48 .48 .48 .48
Sergeant .39 .39 .39 .39
Total .87 .87 .87 .87
Vehicles 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Total 9 7 8 8
25
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 62,419 59,147 51,000 52,200 2.4%
4030 Contributions-Retirement 9,154 8,746 7,600 7,800 2.6%
4040 Contributions-Insurance 6,485 7,251 7,500 8,000 6.7%
4050 Workers Compensation 174 195 300 200 (33.3%)
*Total Personal Services 78,231 75,340 66,400 68,200 2.7%
4130 Program Supplies 3,565 2,707 5,000 3,000 (40.0%)
*Total Materials & Supplies 3,565 2,707 5,000 3,000 (40.0%)
4300 Fees, Services 1,499,704 1,410,892 1,499,800 1,516,000 1.1%
4360 Subscriptions & Memberships 60 - - - 0.0%
4370 Travel & Training 72 169 500 500 0.0%
4375 Promotional Expense 3,548 2,834 4,500 3,500 (22.2%)
4933 Sales Tax 244 199 - - 0.0%
*Total Contractual Services 1,503,627 1,414,095 1,504,800 1,520,000 1.0%
**Total Police Administration 1,585,423 1,492,142 1,576,200 1,591,200 1.0%
2013 General Fund Budget
Police Administration (1210)
26
Fire Prevention and Administration
Mission Statement
The mission of the Chanhassen Fire Department is to serve our residents by minimizing the loss of life
and property in the City of Chanhassen from fires, natural disasters and life-threatening situations. It
is our vision to be known as an innovative, progressive and customer-centric organization. We are
dedicated to work with our partners to deliver effective, efficient and safe emergency services to our
residents.
Strategies/Services
The Fire Department relies primarily on Paid on Call staff operating from two fire stations to manage
operations and to deliver emergency response. Additionally, two full time fire prevention officers
(who are also members of the fire department) and a quarter time Account Clerk provide fire
prevention and administrative services. Services include:
OVERSITE – Manages ongoing readiness to ensure effective and safe operations while ensuring
compliance with national, state and local regulations and standards.
ALL HAZARD MITIGATION – Responds to and manages all types of emergencies inclusive of fires,
medical emergencies, car accidents, technical rescue, hazardous materials, automated alarms and
various miscellaneous requests.
FIRE/SAFETY EDUCATION – Coordinates and delivers fire and safety education programs to the
schools and general public.
FIRE PREVENTION – Provides plan review services for new commercial construction and
renovations, ongoing fire and safety inspections for commercial buildings, multi-unit residential
and miscellaneous buildings within the City limits and coordinates post-fire investigations.
Budget Highlights & Future Trends
Future trends will be indentified in the findings from the master planning study, which is expected
to be completed in the beginning of 2013.
2013 Goals
Complete master plan for Fire and EMS services. Consistent with the 2012 KFS, Springsted
Consulting has been engaged to provide assistance with developing a master plan for Fire and EMS
services. The findings from this study may drive additional goals for 2013.
Investigate shared service options with neighboring fire departments and partner agencies.
Update and deliver a firefighter handbook and standard operating guidelines (SOG).
Implement an appointment process for selecting the fire chief and command staff positions.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Fire Marshal 1 1 1 1
Deputy Fire Marshal 1 1 1 1
Account Clerk .25 .25 .25 .25
Total 2.25 2.25 2.25 2.25
27
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 134,121 134,941 137,000 138,900 1.4%
4011 Overtime 146 250 1,000 1,000 0.0%
4020 Salaries & Wages-Temp 161,469 142,723 158,000 162,000 2.5%
4022 Training Wages 18,900 26,951 32,000 32,000 0.0%
4030 Contributions-Retirement 136,587 141,207 150,000 147,000 (2.0%)
4040 Contributions-Insurance 23,307 26,045 26,000 27,000 3.8%
4050 Workers Compensation 9,840 9,450 11,000 11,000 0.0%
*Total Personal Services 484,370 481,566 515,000 518,900 0.8%
4120 Supplies-Equipment 9,983 6,094 11,000 9,500 (13.6%)
4130 Supplies-Program 3,016 3,575 2,500 3,500 40.0%
4140 Supplies-Vehicles 10,551 13,920 11,500 11,500 0.0%
4150 Maintenance Materials 611 223 500 500 0.0%
4170 Motor Fuels and Lubrication 37 - - - 0.0%
4210 Books & Periodicals - 855 600 600 0.0%
4240 Uniforms & Clothing 10,717 11,471 9,500 12,000 26.3%
4260 Small Tools & Equipment 5,179 8,977 5,000 7,000 40.0%
4290 Misc. Materials & Supplies 5,744 5,488 5,000 6,000 20.0%
*Total Materials & Supplies 45,839 50,603 45,600 50,600 11.0%
4300 Fees, Services 7,509 13,912 11,000 14,000 27.3%
4310 Telephone 4,560 4,581 5,000 4,500 (10.0%)
4320 Utilities 23,377 23,238 25,000 24,000 (4.0%)
4350 Cleaning & Waste Removal 4,286 4,088 5,000 4,500 (10.0%)
4360 Subscriptions & Memberships 1,888 1,613 2,000 2,500 25.0%
4370 Travel & Training 11,513 17,050 20,000 23,000 15.0%
4375 Promotional Expense 10,537 10,832 9,000 10,000 11.1%
4483 Insurance-General Liability 2,196 2,196 2,000 2,800 40.0%
4510 Repair & Maintenance-Building 5,809 7,591 6,000 6,000 0.0%
4520 Repair & Maintenance-Vehicles 2,004 7,347 7,000 7,000 0.0%
4530 Repair & Maintenance-Equip 11,614 11,613 15,000 15,000 0.0%
4531 Repair & Maintenance-Radios 5,618 4,501 5,000 4,500 (10.0%)
Contribution for Performance 94,032 52,331 90,000 70,000 (22.2%)
4933 Sales Tax 906 1,167 - - 0.0%
*Total Contractual Services 185,848 162,060 202,000 187,800 (7.0%)
**Total Fire Prevention and Admin 716,057 694,229 762,600 757,300 (0.7%)
2013 General Fund Budget
Fire Prevention and Administration (1220)
28
Code Enforcement
Mission Statement
The division is responsible for the plan review, permit issuance, and inspections of buildings, plumbing
and mechanical systems, fire sprinklers and alarm systems, and individual sewage treatment systems.
Division staff is also responsible for inspections of existing buildings for fire code violations, septic
tank and RPZ maintenance programs, processing handgun and solicitor permits and providing
assistance to the City’s law enforcement staff.
Strategies/Services
PLAN REVIEW – Perform building code compliance plan review, specifications and other
supporting documents for all building projects in the City. Issue building, fire suppression/alarm,
mechanical, plumbing and SSTS permits. Retain/archive documents related to plan review and
permit issuance.
INSPECTIONS – On-site verification of adherence to the approved design and building code
compliance. Retain/archive documentation related to on-site inspections.
CODE ENFORCEMENT – Periodic evaluation (Fire Marshal) of all public and commercial buildings.
Investigation of property maintenance issues. Maintain necessary documentation, compose and
submit reports required by other governmental agencies.
Budget Highlights & Future Trends
This budget reflects a 2.5 percent increase.
Residential permits will continue a slight upward trend.
While there is more interest in Commercial and Industrial projects, development will be measured.
2013 Goals
Integrate new building code software with the financial software.
Monitor anticipated code changes.
Ongoing digitizing records/plans.
Continue being proactive in advising on building design, codes and related issues.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Building Official 1 1 1 1
Building Inspector 2 2 2 2
Mechanical Inspector 2 2 2 2
Support Staff 2 2 2 2
Total 7 7 7 7
29
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 446,658 449,855 455,000 464,200 2.0%
4030 Contributions-Retirement 64,237 65,515 67,800 69,200 2.1%
4040 Contributions-Insurance 58,138 65,374 66,400 72,200 8.7%
4050 Workers Compensation 1,123 1,256 1,500 1,500 0.0%
4060 Unemployment 14,430 - - - 0.0%
*Total Personal Services 584,586 582,001 590,700 607,100 2.8%
4120 Supplies-Equipment - 26 100 100 0.0%
4130 Supplies-Program 844 947 900 900 0.0%
4140 Supplies-Vehicles 1,379 2,804 1,700 1,700 0.0%
4210 Books & Periodicals 805 395 1,500 1,500 0.0%
4240 Uniforms & Clothing 247 710 500 500 0.0%
4260 Small Tools & Equipment 36 125 400 400 0.0%
*Total Materials & Supplies 3,311 5,007 5,100 5,100 0.0%
4300 Fees, Services - 14 - - 0.0%
4310 Telephone 3,788 3,013 4,000 3,500 (12.5%)
4340 Printing & Publishing 915 2,045 1,500 1,500 0.0%
4360 Subscriptions & Memberships 365 240 1,000 1,000 0.0%
4370 Travel & Training 2,917 3,640 6,000 6,000 0.0%
4375 Promotional Expense - - --0.0%
4440 License & Registration 324 - 500 500 0.0%
4520 Repair & Maintenance-Vehicles 64 536 300 300 0.0%
4530 Repair & Maintenance-Equip 1,667 1,635 2,000 2,000 0.0%
4901 Refunds/Reimbursements 1,725 347 1,000 500 (50.0%)
4933 Sales Tax 31 86 - - 0.0%
*Total Contractual Services 11,796 11,555 16,300 15,300 (6.1%)
**Total Code Enforcement 599,693 598,562 612,100 627,500 2.5%
2013 General Fund Budget
Code Enforcement (1250)
30
Community Service
Mission Statement
The Community Services department works in conjunction with the Carver County Sheriff’s Office to
promote and maintain a safe environment in all areas and neighborhoods within Chanhassen. The
CSOs will ensure compliance with City codes by residents, businesses, and other property owners. The
CSOs also promote a safe environment by performing services related to Animal Control, including
reuniting lost and found pets with their owners.
Strategies/Services
ANIMAL CONTROL – The CSOs are responsible for impounding lost animals, taking Animal Bite
complaints, and removing dead animals from City-owned streets. CSOs also conduct inspections
for kennel permits.
ASSIST THE CCSO – CSOs respond to a variety of calls dispatched by Carver County, including
vehicle lock-outs, traffic direction, and medical calls.
CODE ENFORCEMENT – The CSOs ensure compliance throughout the community with a variety of
City code requirements, including provisions related to weeds and grass, lawn watering, and
shoveling.
Budget Highlights & Future Trends
Reduction in Equipment Supplies and Vehicle Supplies to match actual spending.
Increase to Printing and Publishing to allow for replenishment of forms as necessary.
Increase to Fees for Service to accommodate increased volume and costs of the contract for
impounded animals.
2013 Goals
Continue to develop relationship with the Canine Club and Spa as the City’s Impound Facility
(initiated in November 2012).
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Community Service Officer 1.50 1.50 1.50 1.50
Total 1.50 1.50 1.50 1.50
31
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4020 Salaries & Wages-Temp 46,580 43,585 48,700 49,700 2.1%
4021 Overtime-Temp 908 - 1,400 1,400 0.0%
4030 Contributions-Retirement 6,988 6,537 7,200 7,100 (1.4%)
4040 Contributions-Insurance 1,276 590 1,200 1,200 0.0%
4050 Workers Compensation 730 548 1,000 1,000 0.0%
*Total Personal Services 56,482 51,261 59,500 60,400 1.5%
4120 Supplies-Equipment 781 175 1,000 700 (30.0%)
4130 Supplies-Program 1,369 3,970 1,700 1,700 0.0%
4140 Supplies-Vehicles 650 451 800 600 (25.0%)
4240 Uniforms & Clothing 785 613 1,000 1,000 0.0%
*Total Materials & Supplies 3,585 5,209 4,500 4,000 (11.1%)
4300 Fees, Services 9,935 10,268 9,000 10,500 16.7%
4310 Telephone 836 917 1,000 1,000 0.0%
4340 Printing & Publishing 128 487 200 300 50.0%
4360 Subscriptions & Memberships 144 177 200 200 0.0%
4370 Travel & Training 644 268 700 700 0.0%
4520 Repair & Maintenance-Vehicles 4 112 500 500 0.0%
4530 Repair & Maintenance-Equip 10 - 100 100 0.0%
4531 Repair & Maintenance-Radios 15 138 100 200 100.0%
4933 Sales Tax 40 60 - - 0.0%
*Total Contractual Services 11,756 12,428 11,800 13,500 14.4%
**Total Community Service 71,823 68,897 75,800 77,900 2.8%
2013 General Fund Budget
Community Service (1260)
32
Engineering
Mission Statement
The Engineering Department will provide efficient, centralized, and cost-effective municipal
engineering services to the citizens, as well as other departments of the City. Our efforts are focused
on providing a high level of expertise for designing/planning, advising, administering, and overseeing
all public works improvements and developments. Our goal is to provide these services within the
project budget and timeframe required while protecting the public health, safety, and welfare of the
community.
Strategies/Services
PLAN FOR AND IMPLEMENT CAPITAL IMPROVEMENTS – Program, manage, bid out and administer
annual capital improvement projects for streets, sanitary sewer, water and storm sewer
infrastructure.
DEVELOPMENT PLAN REVIEW – Review proposed development plans to insure conformity to City
Code and Engineering standards.
PAVEMENT MANAGEMENT – Complete annual pavement survey and plan for future projects.
SURFACE WATER MANAGEMENT – Work with elected officials, residents and other agencies and
organizations to protect and improve the water quality of area streams, rivers, lakes and wetlands
through proper planning, project implementation and public education and outreach.
GIS MAPPING – Enables the City to improve communication to the public and other City
departments for decision-making and information distribution to ultimately better serve the public
through the efficient use of mapping and data retention.
PERMITS – Review residential permits and small utility permits in the City right-of-way.
AGENCY COORDINATION – Work with other agency partners such as MnDOT and Carver County on
joint capital improvement projects and studies.
TRAFFIC – Work with residents, law enforcement and other departments to address potential
speeding, and traffic and pedestrian safety concerns. Gather traffic data as needed.
Budget Highlights & Future Trends
Staff will continue to complete as much project work in-house as possible.
2013 Goals
Successfully complete the 2013 street improvement project along with other capital improvement
projects.
Expand the implementation of the Pavement Management software to budget and plan for trail
and parking lot rehabilitation projects.
Apply for legacy grant funding for the Ravine #2 stabilization project.
Complete mapping of all storm sewer conveyance and treatment in Chanhassen.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Public Works Director/City Engineer .75 .75 .75 .75
Assistant City Engineer 1 1 1 1
Project Engineer 1 1 1 1
Engineering Tech 2 2 2 2
GIS Specialist .70 .70 .70 .70
Secretary .80 .80 .80 .80
Total 6.25 6.25 6.25 6.25
33
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 397,964 391,469 419,400 428,600 2.2%
4011 Overtime-Reg - 32 1,500 1,500 0.0%
4020 Salaries & Wages-Temp 5,252 11,345 15,000 15,000 0.0%
4021 Overtime-Temp - 165 - - 0.0%
4030 Contributions-Retirement 57,839 58,612 62,300 63,900 2.6%
4040 Contributions-Insurance 42,597 49,191 50,000 51,500 3.0%
4050 Workers Compensation 1,013 1,167 1,500 1,500 0.0%
*Total Personal Services 504,665 511,981 549,700 562,000 2.2%
4120 Supplies-Equipment 52 30 500 500 0.0%
4140 Supplies-Vehicles 332 185 700 700 0.0%
4210 Books & Periodicals 29 29 100 100 0.0%
*Total Materials & Supplies 413 244 1,300 1,300 0.0%
4300 Fees, Services 27,952 16,661 18,000 18,000 0.0%
4310 Telephone 2,598 2,656 3,000 3,000 0.0%
4340 Printing & Publishing 432 314 600 600 0.0%
4360 Subscriptions & Memberships 1,204 1,013 1,400 1,400 0.0%
4370 Travel & Training 1,597 2,161 3,000 3,000 0.0%
4380 Mileage 93 158 500 500 0.0%
4530 Repair & Maintenance-Equip 4,018 4,095 4,100 4,100 0.0%
*Total Contractual Services 37,893 27,058 30,600 30,600 0.0%
**Total Engineering 542,971 539,282 581,600 593,900 2.1%
2013 General Fund Budget
Engineering (1310)
34
Street Maintenance
Mission Statement
The Public Works Department strives to maintain and improve the quality of life by planning for future
needs, promoting environmental quality, building and maintaining municipal infrastructure, and
protecting health and safety. The department is committed to providing the highest quality of service
to the community and other City departments through efforts to maintain a cost-effective operation
and to provide these services in a responsible and efficient manner. This mission is accomplished
through the prudent use of recourses, technology, innovation, teamwork, and coordination with other
service providers in the City.
Strategies/Services
SNOW AND ICE CONTROL – Maintenance of City streets in the winter.
STREET PATCHING – Annual minor maintenance of City streets.
TREE TRIMMING – Trimming of trees and brush in the street right-of-way.
MOWING – Mowing of select areas in the City right-of-way.
STREET SIGNS – Replacement of damaged or weathered street signs.
STREET LIGHTS AND SIGNALS – Repair of City-maintained street lights and signals.
PAVEMENT MARKING – Annual pavement marking on City streets.
STREET SWEEPING – Annual street sweeping of City streets as required.
STORM SEWER MAINTENANCE – Maintenance of City storm sewer system.
Budget Highlights & Future Trends
Commodities such as road salt for snow and ice control, bituminous for street paving and patching,
and fuel continue to fluctuate but trend higher.
2013 Goals
Continuous Improvements – The department will continually identify and implement effective
methods and strategies to deliver the highest quality services that are cost-effective, energy
efficient, mitigate our environmental impact and improve our responsiveness.
Technical Advancements – The department will implement a work order system to better track
and catalog work items.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Street Superintendent 1 1 1 1
Heavy Equipment Operator/Leadman 1 1 1 1
Heavy Equipment Operator 1 1 1 1
Equipment Operator/Laborer 5 5 5 5
Public Works Secretary .25 .25 .25 .25
Total 8.25 8.25 8.25 8.25
35
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 448,096 448,682 457,700 465,800 1.8%
4011 Overtime-Reg 20,377 23,447 20,000 20,000 0.0%
4020 Salaries & Wages-Temp 9,546 8,769 10,000 10,000 0.0%
4021 Overtime-Temp 28 173 - - 0.0%
4030 Contributions-Retirement 66,576 70,912 68,000 71,000 4.4%
4040 Contributions-Insurance 67,431 74,724 74,600 86,400 15.8%
4050 Workers Compensation 29,023 29,879 33,200 34,000 2.4%
*Total Personal Services 641,077 656,587 663,500 687,200 3.6%
4120 Supplies-Equipment 42,696 51,436 40,000 40,000 0.0%
4140 Supplies-Vehicles 22,909 18,813 18,000 18,000 0.0%
4150 Maintenance Materials 102,280 48,251 75,000 65,000 (13.3%)
4210 Books & Periodicals - - 100 100 0.0%
4240 Uniforms & Clothing 4,929 3,665 4,800 4,800 0.0%
4260 Small Tools & Equipment 1,094 1,737 1,700 1,700 0.0%
*Total Materials & Supplies 173,907 123,902 139,600 129,600 (7.2%)
4300 Fees, Services 1,672 636 1,000 1,000 0.0%
4310 Telephone 3,700 3,592 3,800 3,800 0.0%
4330 Postage - 33 - - 0.0%
4340 Printing & Publishing 92 - 300 300 0.0%
4350 Cleaning & Waste Removal 516 60 300 300 0.0%
4360 Subscriptions & Memberships 64 1,120 1,200 1,200 0.0%
4370 Travel & Training 1,300 758 2,000 2,000 0.0%
4410 Rental-Equipment 992 - 1,500 1,000 (33.3%)
4440 License & Registration - 30 600 600 0.0%
4510 Repair & Maintenance-Building - 308 500 500 0.0%
4520 Repair & Maintenance-Vehicles 160 1,959 1,000 1,500 50.0%
4530 Repair & Maintenance-Equip 3,833 7,984 5,500 6,500 18.2%
4531 Repair & Maintenance-Radios 143 - - - 0.0%
4540 Repair & Maintenance-Streets 1,669 4,407 2,000 2,000 0.0%
4560 Repair & Maintenance-Signs 18,357 12,141 10,000 10,000 0.0%
4565 Repair & Maintenance-Light/Signal - 226 - - 0.0%
4933 Sales Tax 3,086 4,894 - - 0.0%
*Total Contractual Services 35,584 38,147 29,700 30,700 3.4%
4705 Office Equipment 1,000 - - - 0.0%
*Total Capital Outlay 1,000 - - - 0.0%
**Total Street Maintenance 851,568 818,635 832,800 847,500 1.8%
2013 General Fund Budget
Street Maintenance (1320)
36
Street Lighting & Signals
Mission Statement
Provide a reliable, safe, well-maintained and cost-efficient street lighting and signal system for the
community.
Strategies/Services
MAINTENANCE – The Street Maintenance Department manages the street lighting system. Over
63% of the City's street lights are provided and operated by Xcel Energy or Minnesota Valley
Electric Cooperative (MVEC).
UTILITY COST – Most of this budget reflects the City's contractual cost for Xcel and MVEC to
operate and maintain this system. This budget also includes costs to maintain the City’s signal
systems.
Budget Highlights & Future Trends
Most of this budget is dedicated to electrical utility costs for operation of the system. It is
anticipated electrical costs will continue to trend higher in coming years.
Street light technology has seen many improvements over the past 10 years. The industry is
trending towards using LED lighting in more street light applications and the market has seen a
substantial decrease in the capital cost of these units over the past several years.
2013 Goals
Look for greater electrical utility and equipment savings. This will be achieved mainly by replacing
old equipment as it wears out with new technology.
Continue to evaluate if LED technology can cost effectively replace some of the City’s high pressure
sodium (HPS) street lights.
37
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4120 Supplies-Equipment 1,527 3,528 2,000 2,000 0.0%
*Total Materials & Supplies 1,527 3,528 2,000 2,000 0.0%
4300 Fees, Services - 702 300 500 66.7%
4310 Telephone 363 360 600 600 0.0%
4320 Utilities 300,283 324,365 315,000 330,000 4.8%
4410 Rental-Equipment - 1,504 - - 0.0%
4565 Repair & Maintenance-Light/Signal 15,405 31,287 22,000 25,000 13.6%
*Total Contractual Services 316,051 358,218 337,900 356,100 5.4%
**Total Street Lighting and Signals 317,578 361,746 339,900 358,100 5.4%
2013 General Fund Budget
Street Lighting and Signals (1350)
38
Fleet Department
Mission Statement
The Chanhassen Fleet Department strives to provide the highest quality of vehicle and equipment
maintenance and repair services at the lowest possible cost, and maintain the City’s vehicles and
equipment in good and safe operational condition with minimal down time. The department strives to
reduce major repairs through promoting proper vehicle and equipment operator training programs
and providing timely service checks.
Strategies/Services
MAINTENANCE – Provide quality and cost-effective maintenance services with quick turnaround
for City vehicles and equipment.
EQUIPMENT MANAGEMENT – Asset management and equipment replacement budgeting.
PROCUREMENT – Procurement of City’s fuel mainly through a joint powers agreement with the
State of Minnesota. Procurement of most City vehicles and equipment.
FACILITY MANAGEMENT – Maintain and clean Public Works building.
Budget Highlights & Future Trends
Responsible for the procurement and maintenance of the City’s motorized fleet and support
equipment such as pumps, compressors, generators and other tools. Fuel prices continue to
fluctuate so budgeting for annual fuel purchases continues to be challenging.
2013 Goals
Procure replacement parts at best possible price.
Procure replacement vehicles and equipment at best possible price.
Continue to look at making fleet more efficient and smaller if possible.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Equipment Superintendent 1 1 1 1
Mechanic 2 2 2 2
Public Works Secretary .25 .25 .25 .25
Total 3.25 3.25 3.25 3.25
39
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 188,282 192,453 190,300 194,200 2.0%
4011 Overtime-Reg 5,950 395 6,500 6,500 0.0%
4030 Contributions-Retirement 27,246 27,825 28,300 29,000 2.5%
4040 Contributions-Insurance 29,457 33,727 34,400 37,500 9.0%
4050 Workers Compensation 7,007 5,942 7,500 7,000 (6.7%)
*Total Personal Services 257,943 260,342 267,000 274,200 2.7%
4120 Supplies-Equipment 2,521 1,803 2,500 2,500 0.0%
4140 Supplies-Vehicles 360 1,501 500 800 60.0%
4150 Maintenance Materials 2,186 609 1,200 900 (25.0%)
4170 Motor Fuels & Lubricants 127,767 188,503 150,000 165,000 10.0%
4240 Uniforms & Clothing 917 968 1,200 1,200 0.0%
4260 Small Tools & Equipment 4,518 3,129 4,000 4,000 0.0%
*Total Materials & Supplies 138,269 196,513 159,400 174,400 9.4%
4300 Fees, Services 2,430 1,207 2,000 2,000 0.0%
4310 Telephone 4,811 4,192 4,500 4,500 0.0%
4320 Utilities 49,899 48,678 60,000 52,000 (13.3%)
4330 Postage 12 188 - - 0.0%
4340 Printing & Publishing - - 100 100 0.0%
4350 Cleaning & Waste Removal 7,966 10,229 9,000 11,000 22.2%
4360 Subscriptions & Memberships - - 200 200 0.0%
4370 Travel & Training 179 1,487 800 800 0.0%
4440 License & Registration 1,345 30 500 500 0.0%
4510 Repair & Maintenance-Building 6,562 15,523 7,000 7,000 0.0%
4530 Repair & Maintenance-Equip 1,200 3,075 2,000 2,000 0.0%
4933 Sales Tax 400 753 - - 0.0%
*Total Contractual Services 74,802 85,363 86,100 80,100 (7.0%)
4703 Office Equipment - - 500 500 0.0%
4705 Other Equipment 2,974 5,000 4,000 4,000 0.0%
*Total Capital Outlay 2,974 5,000 4,500 4,500 0.0%
**Total Fleet Department 473,988 547,218 517,000 533,200 3.1%
2013 General Fund Budget
Fleet Department (1370)
40
Planning Commission
Mission Statement
The Planning Commission is established pursuant to the Minnesota Municipal Planning Act, and has
the powers and duties assigned to it by that act, the City Code, and state law. The Planning
Commission is designated the planning agency of the City pursuant to the Municipal Planning Act.
There are 7 Planning Commissioners that serve a staggered 3-year term.
Strategies/Services
ADVISE – Make recommendations to the City Council on official controls (comprehensive plan and
zoning ordinance).
REVIEW AND HOLD PUBLIC HEARINGS – Act as the City's Board of Adjustments and Appeals and
reviews and make recommendations on all development applications.
SPECIAL STUDIES – The commission may undertake special studies as directed by the City Council.
Budget Highlights & Future Trends
There are no proposed increases in this budget.
The Planning Commission will continue to see an increase in development applications especially
in residential areas.
2013 Goals
Continue to evaluate development applications for recommendations to the City Council.
Continue education on City ordinances, through staff training at work sessions or other education
opportunities.
41
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4210 Books & Periodicals - - 200 200 0.0%
*Total Materials & Supplies - - 200 200 0.0%
4340 Printing & Publishing 2,453 2,518 3,000 3,000 0.0%
4360 Subscriptions & Memberships - 139 200 200 0.0%
4370 Travel & Training 476 584 800 800 0.0%
*Total Contractual Services 2,928 3,241 4,000 4,000 0.0%
**Total Planning Commission 2,928 3,241 4,200 4,200 0.0%
2013 Genreral Fund Budget
Planning Commission (1410)
42
Planning Administration
Mission Statement
The department identifies needs and goals to guide modifications or updates to the Comprehensive
Plan or City Code. The department also reviews development plans for compliance with City
ordinances and other regulations.
Strategies/Services
DEVELOPMENT REVIEW – Process all development applications, including generation of staff
reports for the Planning Commission and City Council.
MANAGE INFORMATION – Maintain the City’s demographics and statistical information including
population, household information, available land inventory and building activity etc.
ADMINISTRATION – Provide zoning information, review permits and provide code enforcement.
Manage implementation of the City Comprehensive Plan and Zoning Ordinances.
STAFF SUPPORT – Provide staff support to the Planning Commission and the City Council on all
land use matters including special studies.
Budget Highlights & Future Trends
There is a budget decrease of 9.5%. The Planner 1 position is being eliminated and replaced with a
part-time intern.
Residential development/subdivisions are showing an upward trend.
Commercial and Industrial development inquiries and proposals are also increasing.
2013 Goals
Monitor and maintain the City’s demographic information and building activity.
Continue to improve on information provided with the available land inventory.
Be proactive in development applications with the use of pre-application meetings.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Community Development Director .75 .75 .75 .75
Senior Planner 1.75 1.75 1.75 1.75
Planner I 1 0 0 0
Senior Admin Support Specialist 1 1 1 1
Total 4.50 3.50 3.50 3.50
43
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 298,981 301,929 312,400 272,400 (12.8%)
4020 Salaries & Wages-Temp - - - 13,000 100.0%
4030 Contributions-Retirement 41,996 42,802 46,500 42,000 (9.7%)
4040 Contributions-Insurance 43,867 49,843 51,000 42,300 (17.1%)
4050 Workers Compensation 426 368 600 500 (16.7%)
*Total Personal Services 385,270 394,942 410,500 370,200 (9.8%)
4120 Supplies-Equipment 104 83 300 300 0.0%
4140 Supplies-Vehicles - - 100 100 0.0%
*Total Materials & Supplies 104 83 400 400 0.0%
4300 Fees, Services 20 38 5,000 5,000 0.0%
4360 Subscriptions & Memberships 420 1,043 1,500 1,500 0.0%
4370 Travel & Training 4,786 3,570 5,500 5,500 0.0%
*Total Contractual Services 5,226 4,651 12,000 12,000 0.0%
**Total Planning Administration 390,600 399,675 422,900 382,600 (9.5%)
2013 General Fund Budget
Planning Administration (1420)
44
Senior Commission
Mission Statement
Serve as an advisory body to the City Council in addressing the special needs of the people over 55 living
in Chanhassen. The Senior Commission makes recommendations to the City Council regarding the special
needs of seniors in the areas of transportation, information and assistance, independent living in the
home, social and recreational programs, senior center and senior housing.
Strategies/Services
ADVISE – Make recommendations to the City Council on senior needs.
COORDINATE SERVICES – Manage the contract with CAP agency for the congregate dinning service,
work with other agencies including Carver County Office of Aging.
Budget Highlights & Future Trends
This budget reflects a 1.8 percent increase.
Monitor the senior population and their needs.
Contract with CAP agency for senior dining remains the same.
2013 Goals
Continue the congregate dining/meals on wheels program.
Market and increase participation in the CarFit program.
Implement the Store-to-Door program.
Continue working with the Carver County Sheriff’s Office to implement the TRIAD program which
organizes medicine disposal programs, personal safety presentations and training as well as other
programs.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Senior Planner .25 .25 .25 .25
Total .25 .25 .25 .25
45
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 17,942 18,180 18,100 18,500 2.2%
4030 Contributions-Retirement 2,600 2,659 2,700 2,800 3.7%
4040 Contributions-Insurance 1,632 1,824 1,900 2,000 5.3%
4050 Workers Compensation 25 22 100 100 0.0%
*Total Personal Services 22,199 22,685 22,800 23,400 2.6%
4300 Fees, Services 8,467 8,619 9,000 9,000 0.0%
4370 Travel & Training 81 61 200 200 0.0%
4375 Promotional Expense 93 - 500 500 0.0%
*Total Contractual Services 8,642 8,680 9,700 9,700 0.0%
**Total Senior Commission 30,841 31,365 32,500 33,100 1.8%
2013 General Fund Budget
Senior Commission (1430)
46
Park and Recreation Commission
Mission Statement
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.
Strategies/Services
COMPREHENSIVE PLAN – Prepare a comprehensive Parks and Open Space Plan for the future
development of the City park and recreation system, to be submitted to the City Council for
implementation. Maintain said plan and recommend amendments of the plan to the City Council,
as may become necessary or desirable.
CAPITAL IMPROVEMENT PROGRAM – Prepare an annual 5-year Park and Trail Acquisition and
Development Capital Improvement Plan for delivery to the City Council.
ADVISORY BODY – To act in an advisory capacity to the City Council in all matters relating to parks
and recreation in the City.
Budget Highlights & Future Trends
The Commission will focus future efforts on an update of the comprehensive plan, completion of
the City’s comprehensive trail system, continued growth in our recreation programming services,
and partnerships as a means of advancing parks and recreation within the community.
2013 Goals
Successfully complete the 2013 Park and Trail Acquisition and Development Capital Improvement
Plan.
Engage citizens in all aspects of parks and recreation within the community.
47
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4130 Supplies-Program - - 100 100 0.0%
4210 Books & Periodicals - - 100 100 0.0%
*Total Materials & Supplies - - 200 200 0.0%
4340 Printing & Publishing 1,687 1,878 1,700 1,700 0.0%
4360 Subscriptions & Memberships 430 - 500 500 0.0%
4370 Travel & Training 409 433 400 400 0.0%
*Total Contractual Services 2,526 2,311 2,600 2,600 0.0%
**Total Park and Rec Commission 2,526 2,311 2,800 2,800 0.0%
2013 General Fund Budget
Park and Recreation Commission (1510)
48
Park and Recreation Administration
Mission Statement
The Park and Recreation Department’s primary purpose is to provide a comprehensive parks and
recreation program including park planning and development, maintenance of the trail system and
park and recreation facilities and leisure service programs with the goal of enhancing the quality of life
in the City and promoting a stronger sense of community.
Strategies/Services
PARKS AND OPEN SPACE – Promote maximum public use and access to public facilities by those
who live and work within the community.
COMPREHENSIVE TRAIL SYSTEM – Construct and maintain a community-wide interconnected trail
system.
COMPREHENSIVE PLAN – Manage the implementation and update of the Parks and Open Space
section of the comprehensive plan.
RECREATION PROGRAMS – Provide high quality programs, lessons and leagues that meet the needs
of the community.
SENSE OF COMMUNITY – Provide for the social, recreational, educational, psychological and
physical needs of residents and promote their participation in all aspects of community life.
Budget Highlights & Future Trends
This budget includes a 2.5% increase over the 2012 budget attributable to personal services.
Future trends in administration will continue to focus on maximizing the efficiency of resources
available for parks and recreation and the continued use of volunteers.
2013 Goals
Manage successful completion of 2013 Park and Trail CIP.
Maintain a work environment in which continuous improvement is realized through open and
honest communication and feedback.
Complete the Rice Marsh Lake Trail Loop.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Park and Recreation Director 1 1 1 1
Total 1 1 1 1
49
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 102,220 102,173 102,000 104,100 2.1%
4030 Contributions-Retirement 14,257 14,602 15,200 15,500 2.0%
4040 Contributions-Insurance 10,574 11,957 12,300 13,300 8.1%
4050 Workers Compensation 143 124 200 200 0.0%
*Total Personal Services 127,194 128,855 129,700 133,100 2.6%
4120 Supplies-Equipment 23 231 300 300 0.0%
4130 Supplies-Program 61 - 100 100 0.0%
4210 Books & Periodicals - - 100 100 0.0%
4240 Uniforms & Clothing - - 100 100 0.0%
*Total Materials & Supplies 84 231 600 600 0.0%
4300 Fees, Services 1,015 574 800 800 0.0%
4310 Telephone 1,505 1,589 1,500 1,500 0.0%
4330 Postage - 3,639 - - 0.0%
4340 Printing & Publishing 277 12,442 - - 0.0%
4360 Subscriptions & Memberships 2,053 1,890 1,600 1,900 18.8%
4370 Travel & Training 1,999 1,826 3,400 3,100 (8.8%)
4380 Mileage 13 136 100 100 0.0%
*Total Contractual Services 6,861 22,097 7,400 7,400 0.0%
**Total Park and Rec Admin.134,139 151,183 137,700 141,100 2.5%
2013 General Fund Budget
Park and Recreation Administration (1520)
50
Recreation Center
Mission Statement
The mission of the Chanhassen Recreation Center is to enrich the lives of Chanhassen residents by
providing a safe environment for residents to enjoy health and wellness programs, recreational and
sports programs for all ages, and serving as a host site for a variety of community events and
celebrations. The Recreation Center enhances the quality of life within the City by offering large and
convenient facilities that accommodate athletic events and tournaments, conferences and special
meetings for area residents and businesses.
Strategies/Services
FITNESS – Provide equipment, facilities, and personal training services for physical activities for
Chanhassen residents.
ROOM RENTALS – Provide the gymnasium, meeting rooms, studio and conference rooms for area
residents and businesses to host meetings, events and activities.
DANCE FOR FUN – Offer a quality, full service, dance program for ages 3 through adult.
YOUTH AND ADULT ACTIVITIES – Coordinate recreational activities for children through senior
citizens.
Budget Highlights & Future Trends
Materials and Supplies were reduced by 4.8% due to a reduction in expenses for costumes and
materials for Recreation Center Youth Activities.
Introduce new fitness formats.
Enhance recreational opportunities for youth, families and seniors.
2013 Goals
Work in conjunction with Senior Center Coordinator to increase fitness, and recreational activities
for “Baby Boomer” generation.
Complete Recreation Center security camera installation.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Recreation Center Manager 1 1 1 1
Total 1 1 1 1
51
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 54,037 54,374 55,200 56,300 2.0%
4020 Salaries & Wages-Temp 111,440 110,563 119,000 119,000 0.0%
4021 Overtime-Temp 99 - - - 0.0%
4030 Contributions-Retirement 23,711 23,845 28,500 26,300 (7.7%)
4040 Contributions-Insurance 6,439 7,236 7,400 8,000 8.1%
4050 Workers Compensation 2,713 3,073 2,900 3,200 10.3%
4060 Unemployment 722 221 - - 0.0%
*Total Personal Services 199,161 199,312 213,000 212,800 (0.1%)
4120 Supplies-Equipment 1,260 2,702 3,000 3,000 0.0%
4130 Supplies-Program 34,778 36,904 42,000 40,000 (4.8%)
4150 Maintenance Materials 235 132 500 500 0.0%
4240 Uniforms & Clothing 514 435 700 500 (28.6%)
*Total Materials & Supplies 36,786 40,173 46,200 44,000 (4.8%)
4300 Fees, Services 32,511 36,394 43,000 40,000 (7.0%)
4310 Telephone 215 214 800 800 0.0%
4320 Utilities 30,741 32,766 33,000 35,000 6.1%
4360 Subscriptions & Memberships 221 240 300 300 0.0%
4370 Travel & Training 681 400 400 400 0.0%
4375 Promotional Expense 1,207 1,139 1,600 1,600 0.0%
4510 Repair & Maintenance-Building 3,940 669 3,000 1,500 (50.0%)
4530 Repair & Maintenance-Equip 1,680 1,076 1,700 1,700 0.0%
4590 Misc. Contractual Services 1,352 1,425 1,300 1,500 15.4%
4901 Refunds/Reimbursements 49 - - - 0.0%
4933 Sales Tax 65 212 - - 0.0%
*Total Contractual Services 72,663 74,534 85,100 82,800 (2.7%)
**Total Recreation Center 308,610 314,019 344,300 339,600 (1.4%)
2013 General Fund Budget
Recreation Center (1530)
52
Lake Ann Park Operations
Mission Statement
Lake Ann Park’s mission is to enrich the lives of our citizens by offering quality active and passive
recreational opportunities while preserving the natural beauty of our most popular community park
for future generations. We strive to offer something for everyone.
Strategies/Services
CONCESSION FOOD SALES – Operate beachfront concession operation to improve the
community’s overall Lake Ann experience.
WATERCRAFT RENTALS – A variety of rental boats are available for the community to explore Lake
Ann during the summer months.
LIFEGUARD SERVICES – Lifeguard services are contracted through the Minnetonka School District
which provides lifeguards daily at Lake Ann during the summer months.
Budget Highlights & Future Trends
Operation of the Lake Ann concession stand and watercraft rentals.
Provides supplies needed to operate the concession building.
Administer the Lake Ann beach lifeguard contract with Minnetonka Community Education and
Services.
Revenues offset 40% of expenses in this budget.
2013 Goals
Provide leadership in coordinating all components of the Lake Ann concession and watercraft
rental operation.
Continue to work with Minnetonka Community Education and Services to provide lifeguards for a
safe environment at Lake Ann beach.
Coordinate all facility rentals and reservations for our customers to have a quality experience.
53
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4020 Salaries & Wages-Temp 5,819 5,679 8,000 8,000 0.0%
4021 Overtime-Temp 50 - - - 0.0%
4030 Contributions-Retirement 449 434 500 500 0.0%
4050 Workers Compensation 99 161 200 200 0.0%
*Total Personal Services 6,417 6,275 8,700 8,700 0.0%
4130 Supplies-Program 8,021 7,308 7,000 8,000 14.3%
4240 Uniforms & Clothing - - 200 200 0.0%
*Total Materials & Supplies 8,021 7,308 7,200 8,200 13.9%
4300 Fees, Services 27,280 26,845 31,000 30,000 (3.2%)
4310 Telephone 1,090 1,081 1,500 1,500 0.0%
4320 Utilities 9,972 10,375 13,000 13,000 0.0%
4340 Printing & Publishing 267 267 400 400 0.0%
4903 Bad Debt Expense 54 - - - 0.0%
*Total Contractual Services 38,663 38,569 45,900 44,900 (2.2%)
**Total Lake Ann Park Operations 53,102 52,152 61,800 61,800 0.0%
2013 General Fund Budget
Lake Ann Park Operations (1540)
54
Park Maintenance
Mission Statement
The Park Maintenance department will provide safe, clean and beautiful parks and facilities along with
high-quality leisure activities for all residents and visitors to the City park system. These services shall
enhance health and well-being and promote economic vitality for long-term community sustainability.
We will also continue to maintain the downtown business area and City Center Park to high
professional standards.
Strategies/Services
TRAIL SYSTEM – Enlarging of the City trail system with the addition of the Highway 41 trail and
underpass north of Highway 5. Also, the addition of the underpass under Highway 5 at
Minnewashta Parkway to allow access to the Arboretum.
PLAYGROUND – Provide residents with the safest playground equipment possible by doing weekly
inspections of all equipment throughout the summer and attending to broken or vandalized items.
SNOWPLOWING – Clear trails of snow to allow for uninterrupted use twelve months a year. Plow
all parking lots at City buildings.
Budget Highlights & Future Trends
0
The budget reflects an increase of $18,700 (2.0%).
Each year more trails are added, which in turn adds more cost towards maintenance.
Two new parks will be built in 2013, which will add to maintenance costs.
2013 Goals
Complete construction of Riley Ridge Park that was started in 2012.
Start construction of Pioneer Pass Park.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Park Superintendent 1 1 1 1
Park Foreman 1 1 1 1
Heavy Equipment Operator 1 1 1 1
Park Laborer/Light Equip. Operator 4 4 4 4
Public Works Secretary .25 .25 .25 .25
Total 7.25 7.25 7.25 7.25
55
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 457,289 467,741 459,400 468,600 2.0%
4011 Overtime-Reg 23,504 20,797 20,000 20,000 0.0%
4020 Salaries & Wages-Temp 89,404 88,022 99,600 101,100 1.5%
4021 Overtime-Temp 3,386 3,375 4,000 4,000 0.0%
4030 Contributions-Retirement 75,138 76,816 78,000 78,500 0.6%
4040 Contributions-Insurance 65,922 75,257 76,800 83,700 9.0%
4050 Workers Compensation 9,258 10,307 11,200 11,800 5.4%
4060 Unemployment 489 815 - - 0.0%
*Total Personal Services 724,389 743,130 749,000 767,700 2.5%
4120 Supplies-Equipment 40,465 44,996 36,500 36,500 0.0%
4130 Supplies-Program - 5 - - 0.0%
4140 Supplies-Vehicles 4,438 5,418 4,600 4,600 0.0%
4150 Maintenance Materials 27,870 39,329 31,000 31,000 0.0%
4151 Irrigation Materials 3,158 3,270 3,000 3,000 0.0%
4170 Motor Fuels & Lubricants - 453 - - 0.0%
4240 Uniforms & Clothing 2,113 1,827 2,800 2,800 0.0%
4260 Small Tools & Equipment 1,940 182 2,000 2,000 0.0%
*Total Materials & Supplies 79,984 95,479 79,900 79,900 0.0%
4300 Fees, Services 53,744 22,377 22,000 22,000 0.0%
4310 Telephone 2,443 2,829 2,700 2,700 0.0%
4320 Utilities 12,558 10,507 12,500 12,500 0.0%
4330 Postage 12 - - - 0.0%
4340 Printing & Publishing 275 275 400 400 0.0%
4350 Cleaning & Waste Removal 5,416 5,484 6,500 6,500 0.0%
4360 Subscriptions & Memberships - - 400 400 0.0%
4370 Travel & Training 581 1,487 1,000 1,000 0.0%
4400 Rental-Land & Buildings 32,452 32,512 32,500 32,500 0.0%
4410 Rental-Equipment 212 1,481 1,000 1,000 0.0%
4440 License & Registration - 45 200 300 50.0%
4510 Repair & Maintenance-Building 3,099 3,832 2,500 2,500 0.0%
4520 Repair & Maintenance-Vehicles - 1,086 500 500 0.0%
4530 Repair & Maintenance-Equip 5,786 6,498 5,000 5,000 0.0%
4531 Repair & Maintenance-Radios - - 100 - (100.0%)
4560 Repair & Maintenance-Signs 2,497 1,013 3,000 3,000 0.0%
4933 Sales Tax 346 216 - - 0.0%
*Total Contractual Services 119,421 89,639 90,300 90,300 0.0%
4705 Other Equipment 5,088 5,044 4,000 4,000 0.0%
*Total Capital Outlay 5,088 5,044 4,000 4,000 0.0%
**Total Park Maintenance 928,882 933,292 923,200 941,900 2.0%
2013 General Fund Budget
Park Maintenance (1550)
56
Senior Citizens Center
Mission Statement
The Senior Center will maintain a setting which is inviting and enhances the quality of life and use of
leisure time for seniors. The Senior Center strives to provide a variety of programs and classes of
interest for seniors of all ages and is a fun, welcoming place for people to meet and greet old and new
friends.
Strategies/Services
PROGRAMMING – Maintain and provide daily activities, clubs, services, trips and programs that are
relevant and affordable to all participants while also looking to attract new participants.
SPECIAL EVENTS – Plan, coordinate and implement quality and affordable events.
HEALTH & WELLNESS – Plan and implement relevant programs, classes and services for
individuals age 55 and older where they can grow, learn and embrace positive aging and feel part
of the community.
Budget Highlights & Future Trends
Reflects a small increase for personnel services of $5,000 (11.0%).
Provides the Senior Center Coordinator the ability to plan and implement a variety of yearround
programs, special events, monthly tours, and health and wellness activities, classes and recreation
opportunities for older adults.
Keeps current on new trends and offers programs and services to meet and address 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.
2013 Goals
Work in conjunction with the Recreation Center Manager to increase offerings of health, fitness,
and recreational activities to attract the “baby boomer “generation.
Develop an emergency contact protocol and database for Senior Center participants.
Explore social media outlets and opportunities for marketing purposes.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Senior Center Coordinator .70 .70 .70 .70
Total .70 .70 .70 .70
57
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 38,287 38,525 39,100 44,000 12.5%
4030 Contributions-Retirement 5,609 5,738 5,900 6,000 1.7%
4040 Contributions-Insurance 295 295 300 300 0.0%
4050 Workers Compensation 55 47 100 100 0.0%
*Total Personal Services 44,245 44,606 45,400 50,400 11.0%
4120 Supplies-Equipment 397 102 300 300 0.0%
4130 Supplies-Program 2,720 3,183 3,000 3,000 0.0%
*Total Materials & Supplies 3,117 3,285 3,300 3,300 0.0%
4300 Fees, Services 21,196 14,328 20,000 19,000 (5.0%)
4340 Printing & Publishing - - 100 100 0.0%
4350 Cleaning & Waste Removal 80 85 200 200 0.0%
4360 Subscriptions & Memberships 59 85 100 100 0.0%
4370 Travel & Training 276 163 300 300 0.0%
4375 Promotional Expense 74 25 200 100 (50.0%)
4380 Mileage 64 103 100 100 0.0%
4933 Sales Tax - 3 - - 0.0%
*Total Contractual Services 21,749 14,793 21,000 19,900 (5.2%)
**Total Senior Citizens Center 69,111 62,684 69,700 73,600 5.6%
2013 General Fund Budget
Senior Citizens Center (1560)
58
Recreation Programs
Mission Statement
To provide year-round recreational programming that reflects a variety of interests in the community
and develops a social, physical, cultural, and aesthetic quality of life for our citizens. These programs
are funded by a combination of affordable fees, property tax levy, and community sponsorship
program.
Strategies/Services
COMMUNITY EVENTS – 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.
SUMMER DISCOVERY PLAYGROUND – Coordinate traditional playground programs that offer
weekly activities in Chanhassen parks.
SUMMER CONCERT SERIES – Provide a weekly concert series to the community to enrich their lives
through music.
SEASONAL WAGES – Includes all wages for playground program, warming house and skate park
attendants and recreation intern.
ADAPTIVE RECREATION – Manage the adaptive recreation contract through Reach For Resources
to provide recreational opportunities for Chanhassen residents.
Budget Highlights & Future Trends
Budget includes a small increase (3.1%) to provide multiple upgrades to portable staging,
additional lighting, garbage services and portable restrooms for the 30th Anniversary 4th Of July
Celebration.
2013 Goals
Continue summer concert music series.
Complete a successful 30th Anniversary 4th Of July Celebration.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Recreation Superintendent .80 .80 .80 .80
Recreation Supervisor .80 .80 .80 .80
Total 1.60 1.60 1.60 1.60
59
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 90,434 91,429 91,100 94,600 3.8%
4020 Salaries & Wages-Temp 46,431 49,676 54,500 54,500 0.0%
4021 Overtime-Temp 205 299 1,100 1,100 0.0%
4030 Contributions-Retirement 16,640 17,265 17,200 18,000 4.7%
4040 Contributions-Insurance 8,034 8,608 8,700 9,200 5.7%
4050 Workers Compensation 878 1,047 1,100 1,200 9.1%
*Total Personal Services 162,621 168,324 173,700 178,600 2.8%
4120 Supplies-Equipment - 1,590 2,000 2,000 0.0%
4130 Supplies-Program 13,165 13,979 15,600 15,600 0.0%
4240 Uniforms & Clothing 1,244 4,871 1,500 1,500 0.0%
*Total Materials & Supplies 14,409 20,440 19,100 19,100 0.0%
4300 Fees, Services 55,860 46,050 54,000 54,400 0.7%
4310 Telephone 2,087 1,864 2,100 2,100 0.0%
4320 Utilities 3,487 2,961 3,000 3,000 0.0%
4340 Printing & Publishing 5,239 5,073 4,900 4,900 0.0%
4360 Subcriptions & Memberships 35 - - - 0.0%
4370 Travel & Training 293 325 600 500 (16.7%)
4380 Mileage - 37 100 100 0.0%
4400 Rental-Land & Buildings 7,268 8,158 7,000 7,000 0.0%
4410 Rental-Equipment 22,832 23,034 23,000 26,700 16.1%
4933 Sales Tax 198 227 - - 0.0%
*Total Contractual Services 97,299 87,728 94,700 98,700 4.2%
**Total Recreation Programs 274,330 276,493 287,500 296,400 3.1%
2013 General Fund Budget
Recreation Programs (1600)
60
Self-Supporting Programs
Mission Statement
Self-Supporting programs are offered to enhance the overall physical and recreational needs of the
public by constructive use of leisure time for youth and adults through programs offerings.
Strategies/Services
ADULT SPORTS – Create a healthy lifestyle while promoting positive competition and social
interaction for summer/fall softball and 3-on-3 basketball.
YOUTH PROGRAMS – Coordinate youth social programs such as Dance Party on Ice,
Daddy/Daughter Sweetheart Dance and ChanJam.
SPORTING CAMPS – Coordinate and manage a wide variety of camps such as Skyhawks, Sports
Unlimited and 3rd Lair Skate Boarding.
Budget Highlights & Future Trends
Reflects a decrease of 12.9% with the decrease of adult sports participation.
Increases future revenue by offering additional programs at the disc golf course at Bandimere
Community Park.
2013 Goals
Increase adult sport offerings through new disc golf and kickball programs.
Offers many varieties of sporting lessons and camps for our active residents.
Increase the number of bands to a minimum of 6 for the Annual ChanJam by marketing to
additional area schools.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Recreation Superintendent .20 .20 .20 .20
Recreation Supervisor .20 .20 .20 .20
Total .40 .40 .40 .40
61
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 22,608 22,857 23,800 23,700 (0.4%)
4020 Salaries & Wages-Temp 3,109 2,792 3,000 3,000 0.0%
4030 Contributions-Retirement 3,549 3,619 3,800 3,800 0.0%
4040 Contributions-Insurance 2,008 2,152 2,200 2,300 4.5%
4050 Workers Compensation 74 76 100 100 0.0%
*Total Personal Services 31,349 31,496 32,900 32,900 0.0%
4120 Supplies-Equipment - 285 - - 0.0%
4130 Supplies-Program 7,501 6,214 7,700 7,700 0.0%
*Total Materials & Supplies 7,501 6,499 7,700 7,700 0.0%
4300 Fees, Services 22,933 25,461 37,000 27,000 (27.0%)
4903 Bad Debt Expense - 160 - - 0.0%
4933 Sales Tax 81 32 - - 0.0%
*Total Contractual Services 23,014 25,653 37,000 27,000 (27.0%)
**Total Self-Supporting Programs 61,864 63,648 77,600 67,600 (12.9%)
2013 General Fund Budget
Self-Supporting Programs (1700)
62
Recreation Sports
Mission Statement
The Recreation Sports program will provide fun and affordable recreational sports opportunities to
preschool and school-age children. These sports are instructed in a safe, educational, and healthy
environment utilizing staff and parent volunteers to enhance the children’s learning and growth.
Strategies/Services
PRESCHOOL SPORTS – Offer 3 to 6-year olds the opportunity to develop large motor skills through
games and activities related to a particular sport, where the focus is on skill development,
fundamentals, and sportsmanship.
AFTER SCHOOL SPORTS – Provide youth ages 7-11 the opportunity to participate in a recreational
sports setting immediately after school, where exercise, skill development, and sportsmanship is
emphasized in a wide variety of sports.
SPORTS CAMPS – Allows children to experience multiple sports in a week long camp, where they
learn new fundamentals and skills in a social atmosphere.
Budget Highlights & Future Trends
The budget reflects a small increase of $600 (2.8%) to purchase additional sports equipment as the
program and number of participants continues to grow.
The Recreation Sports program is a revenue generating program, where all expenses are offset by
registration fees.
In 2012, the Recreation Sports program has seen participation increase in the non-traditional
sport offerings such as dodgeball, archery, and pickleball.
2013 Goals
Continue to expand the Recreation Sports program by offering additional week-long sports camps
during the summer months for youth of all ages.
Develop the Preschool Sports program by offering additional sports sessions during the afternoon
and evening hours at the Recreation Center.
63
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4020 Salaries & Wages-Temp 11,880 6,802 12,000 12,000 0.0%
4030 Contributions-Retirement 1,034 566 1,000 1,000 0.0%
4050 Workers Compensation 198 188 200 200 0.0%
*Total Personal Services 13,112 7,556 13,200 13,200 0.0%
4120 Supplies-Equipment 2,106 127 2,000 500 (75.0%)
4130 Supplies-Program 857 3,419 2,100 3,500 66.7%
4240 Uniforms & Clothing 4,763 5,290 4,200 4,800 14.3%
*Total Materials & Supplies 7,726 8,835 8,300 8,800 6.0%
4300 Fees, Services 120 98 - - 0.0%
4340 Printing & Publishing 777 - - - 0.0%
4375 Promotional Expenses - 288 200 300 50.0%
4933 Sales Tax 45 26 - - 0.0%
*Total Contractual Services 942 412 200 300 50.0%
**Total Recreation Sports 21,780 16,804 21,700 22,300 2.8%
2013 General Budget Fund
Recreation Sports (1800)
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65
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.
66
10% Charitable Contribution
Mission Statement
The charitable contribution fund will use the 10% of gambling proceeds, provided by the American
Legion Pull Tab collections, for public safety equipment purchases or public safety training. The fund
will use the public resources to enhance and promote the expansion of public safety (police or fire
services) training or equipment purchases for the betterment of those departments.
Strategies/Services
FIREFIGHTER TRAINING – Provide additional training for the City’s volunteer fire department.
FIREFIGHTING EQUIPMENT – Purchase additional essential equipment that enhances the safety of
the volunteer firefighting department.
Budget Highlights & Future Trends
Reflects an increase of $11,300 for additional training for the fire department to bring the
department capabilities in line with current operating standards employed in the fire service
industry and to develop future leaders in lieu of anticipated retirements.
2013 Goals
Implementation of additional firefighting training to enhance command, control and effectiveness
in responding to emergencies that require various resources across many different outside
agencies. This training will encompass communication procedures, organizational structure,
resource management, deployment, staging, strategy and tactics, developing an incident action
plan, and safety and accountability.
Continue development program to teach leaders the skills necessary to step into command staff
positions in the future.
67
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
Revenue
3801 Interest Earnings 676 1,483 700 1,000 42.9%
3807 Donations 22,731 25,010 18,000 22,000 22.2%
*Total Other Revenue 23,407 26,493 18,700 23,000 23.0%
**Total Revenue 23,407 26,493 18,700 23,000 23.0%
Expenditures
4370 Travel & Training 17,500 17,500 18,700 30,000 60.4%
*Total Contractual Services 17,500 17,500 18,700 30,000 60.4%
4703 Office Equipment - - - - 0.0%
*Total Capital Outlay - - - - 0.0%
**Total Expenditures 17,500 17,500 18,700 30,000 60.4%
Revenue Over/(Under) Expenditures 5,907 8,993 - (7,000)
2013 Special Revenue Funds
201 10% Charitable Contribution
68
Cable TV
Mission Statement
The Cable TV Fund will provide communication and education to residents via programming on
Channel 8. Through this programming, the City is dedicated to improving public education and
communication.
Strategies/Services
BROADCAST MEETINGS – All City Council and Planning Commission meetings are broadcast live as
well as rebroadcast on Channel 8.
PUBLIC INFORMATION BOARD – Operate a bulletin board that advertises events and important
information on behalf of the City, Library, Schools, and area non-profits.
Budget Highlights & Future Trends
Increase of $5,000 in fees for service, to match actual spending and account for needed system
maintenance and updates.
2013 Goals
Negotiate Franchise Renewal with Mediacom.
Work with School District to expand programming options broadcast on Channel 8 to include, for
example, more High School sporting events.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Assistant City Manager .25 .25 .25 .25
City Recorder 1 1 1 1
Total 1.25 1.25 1.25 1.25
69
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
Revenue
3080 Franchise Fees 188,701 193,462 205,000 200,000 (2.4%)
3081 PEG Fees 43,028 38,199 25,000 25,000 0.0%
*Total General Property Tax 231,729 231,661 230,000 225,000 (2.2%)
3801 Interest Earnings 10,958 23,475 10,000 2,000 (80.0%)
3903 Refunds/Reimbursements - 855 - - 0.0%
3910 Miscellaneous Revenue - 625,000 - - 0.0%
*Total Other Revenue 10,958 649,330 10,000 2,000 (80.0%)
**Total Revenue 242,687 880,991 240,000 227,000 (5.4%)
Expenditures
4010 Salaries & Wages-Reg 71,703 67,999 71,700 73,800 2.9%
4030 Contributions-Retirement 10,348 9,900 10,600 10,800 1.9%
4040 Contributions-Insurance 7,351 8,112 8,800 8,800 0.0%
4050 Workers Compensation 101 82 200 100 (50.0%)
*Tiotal Personal Services 89,504 86,094 91,300 93,500 2.4%
4120 Supplies-Equipment 3,019 9,662 3,500 5,000 42.9%
*Total Materials & Supplies 3,019 9,662 3,500 5,000 42.9%
4300 Fees, Services 37,622 44,248 3,000 8,000 166.7%
4340 Printing & Publishing - - 500 500 0.0%
4370 Travel & Training - - 100 100 0.0%
4483 Liability Insurance 1,500 1,500 1,500 1,500 0.0%
4933 Sales Tax 3 10 - - 0.0%
*Total Contractual Services 39,125 45,758 5,100 10,100 98.0%
4705 Other Equipment 7,027 24,080 3,000 3,000 0.0%
4706 Other Improvements - 6,640 - - 0.0%
*Total Capital Outlay 7,027 30,720 3,000 3,000 0.0%
**Total Expenditures 138,675 172,233 102,900 111,600 8.5%
Revenue Over/(Under) Expenditures 104,013 708,757 137,100 115,400
2013 Special Revenue Funds
210 Cable TV
70
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71
Enterprise Funds
Enterprise Funds account for the operation of the sewer and water utilities
and surface water management. 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.
72
Water Utility
Mission Statement
The Water Utility department will provide a safe, reliable, efficient and cost-effective water operation
system to meet the needs of the residents and businesses now and into the future.
Strategies/Services
WATER PRODUCTION – Meet water supply demands for a growing community, provide water to
approximately 7,800 residential and business service connections.
WATER TREATMENT – Provide treated water for the majority of the residents and businesses. The
treatment plant removes iron and manganese from deep aquifer wells. Treated water is primarily
provided in the low zone area of the City.
WATER TESTING – The City tests the water daily to ensure it meets Minnesota Department of
Health Standards. The City conducts over 1,300 water sample tests annually to ensure the highest
quality water.
REPAIR AND MAINTENANCE – Repair and maintain the water distribution system which includes
wells, storage reservoirs and watermains. Major repairs are programmed in the Capital
Improvement Program.
WATER FLUSHING – Flushing of the water distribution system is done twice a year. This operation
helps remove mineral build-up in the water distribution system and also checks hydrants and gate
valves to ensure they are operating properly.
WATER LOCATES – Complete approximately 4,500 utility locate calls annually. The City is required
to locate its utilities that are in close proximity to excavation areas.
EMERGENCY WATERMAIN BREAKS – Watermain breaks occur in older areas of the distribution
system. A member of the Utility department is always on-call to respond to any water distribution
system-related emergency.
Budget Highlights & Future Trends
Utility costs are expected to increase by 5% or more in 2013. In addition, we adjusted this line
item to be more in line with actual costs.
Ongoing chemical costs should be monitored as they continue to rise significantly into the future.
2013 Goals
Successfully complete the Water Meter Radio Replacement project.
Successfully bring on-line new high zone water tower.
Look for opportunities to remove the Melody Hills Tower cost effectively.
Double the amount of hydrant maintenance and painting from last year.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
City Manager .10 .10 .10 .10
Public Works Director/City Engineer .125 .125 .125 .125
Finance Director .125 .125 .125 .125
Utility Superintendent .50 .50 .50 .50
Assistant Utility Superintendent .50 .50 .50 .50
Assistant Finance Director .05 .05 .05 .05
Water Production Technician 1 1 1 1
Utility Operator 2 2 2 2
Utility Technician .50 .50 .50 .50
Account Clerk .30 .30 .30 .30
Public Works Secretary .125 .125 .125 .125
Total 5.325 5.325 5.325 5.325
73
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
3510 Grants-State - 9,393 - - 0.0%
*Total Intergovernmental Rev - 9,393 - - 0.0%
3661 Water Usage 2,332,767 2,497,737 2,550,000 2,525,000 (1.0%)
3662 Utility Penalties 57,950 55,238 60,000 60,000 0.0%
3664 Sale of Meters & Parts 32,887 54,898 35,000 40,000 14.3%
3666 Bulk Water Sales 1,030 3,454 5,000 5,000 0.0%
3806 Hook Up Fees 649,421 735,898 625,000 700,000 12.0%
*Total Current Services 3,074,055 3,347,225 3,275,000 3,330,000 1.7%
3801 Interest Earnings 49,747 95,478 50,000 70,000 40.0%
3903 Refunds/Reimbursements 14,789 254 10,000 5,000 (50.0%)
*Total Other Revenue 64,536 95,732 60,000 75,000 25.0%
**Total Revenue 3,138,591 3,452,350 3,335,000 3,405,000 2.1%
Revenue Over/(Under) Expenditures 1,683,012 1,963,850 1,926,500 1,913,100
2013 Enterprise Funds
700 Water Utility Revenue
74
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 358,840 377,180 362,000 380,000 5.0%
4011 Overtime-Reg 10,288 19,794 15,000 15,000 0.0%
4012 Stand-By Pay 6,322 6,338 6,500 6,500 0.0%
4020 Salaries & Wages-Temp 14,057 17,838 16,000 16,000 0.0%
4021 Overtime-Temp 265 219 - - 0.0%
4030 Contributions-Retirement 53,549 58,824 56,000 60,000 7.1%
4040 Contributions-Insurance 52,931 64,693 55,000 67,000 21.8%
4050 Workers Compensation 25,802 18,860 30,000 25,000 (16.7%)
4060 Unemployment 600 519 - - 0.0%
*Total Personal Services 522,655 564,264 540,500 569,500 5.4%
4120 Supplies-Equipment 10,358 5,869 10,000 10,000 0.0%
4130 Supplies-Program 37 - 100 - (100.0%)
4140 Supplies-Vehicles 5,367 2,218 5,400 5,400 0.0%
4150 Maintenance Materials 27,480 29,020 24,000 24,000 0.0%
4160 Chemicals 144,325 115,192 135,000 140,000 3.7%
4170 Motor Fuels & Lubricants 14,359 16,597 15,000 15,000 0.0%
4240 Uniforms & Clothing 2,178 2,807 2,200 2,200 0.0%
4250 Merchandise for Resale 61,236 84,463 60,000 60,000 0.0%
4260 Small Tools & Equipment 4,024 3,319 3,000 3,000 0.0%
*Total Materials & Supplies 269,363 259,487 254,700 259,600 1.9%
4300 Fees, Services 45,610 20,302 42,000 42,000 0.0%
4301 Auditing 4,000 6,000 6,000 6,000 0.0%
4310 Telephone 7,758 8,392 8,000 8,000 0.0%
4320 Utilities 206,745 232,301 212,000 235,000 10.8%
4330 Postage 6,396 7,753 6,500 6,500 0.0%
4340 Printing & Publishing 1,427 3,863 1,600 1,600 0.0%
4350 Cleaning & Waste Removal 372 - 400 400 0.0%
4360 Subscriptions & Memberships 383 718 400 400 0.0%
4370 Travel & Training 4,907 2,121 3,500 4,000 14.3%
4410 Rental-Equipment 904 6,546 3,000 3,000 0.0%
4440 License & Registration - 37 - - 0.0%
4483 Insurance-General Liability 13,000 13,000 13,000 13,000 0.0%
4509 Remit to Other Agencies 74,694 63,536 78,000 70,000 (10.3%)
4510 Repair & Maintenance-Building 14,228 12,215 6,000 10,000 66.7%
4520 Repair & Maintenance-Vehicles - 797 200 200 0.0%
4530 Repair & Maintenance-Equip 42,263 50,420 42,000 42,000 0.0%
4550 Repair & Maintenance-Water 141,922 131,219 100,000 120,000 20.0%
4552 Emergency Repairs-Water 98,026 104,798 90,000 100,000 11.1%
4703 Office Equipment 9 - - - 0.0%
4901 Refunds/Reimbursements - 23 - - 0.0%
4933 Sales Tax 916 709 700 700 0.0%
*Total Contractual Services 663,562 664,750 613,300 662,800 8.1%
**Total Expenditures 1,455,579 1,488,500 1,408,500 1,491,900 5.9%
2013 Enterprise Funds
700 Water Utility Expenditures
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76
Sewer Utility
Mission Statement
The Sewer Utility department will provide an efficient, well-maintained and cost-effective sewer
collection system to meet the needs of the growing community.
Strategies/Services
OPERATE AND MAINTAIN SANITARY COLLECTION SYSTEM – The City maintains over 125 miles of
sewers.
SEWER JETTING – The City cleans approximately 1/3 of the sanitary sewer system annually. The
timely cleaning of the City's sewers reduces the potential for blockages and subsequent damage to
private and public property.
INSPECT LIFT STATIONS – Staff regularly inspects and maintains lift stations to provide for
consistent sewage flows. The annual major lift station rehabilitation program is included in the
Capital Improvement Program.
INFLOW & INFILTRATION IMPROVEMENT’S – The City inspects and televises sewers for major
inflow and infiltration projects. This program helps reduce clear water from entering the sewer
system. It also helps reduce the City’s sewer treatment costs and reduces the chances of sewer
overcapacity problems and backups.
EMERGENCY SEWER REPAIRS – The City has emergency sewer breaks at various times throughout
the year. A member of the Utility Department is always on-call to respond to any sanitary sewer-
related emergencies.
Budget Highlights & Future Trends
Sewage flows in the past year decreased by 17%, which resulted in a significant ($144,000 or
9.5%) reduction from the previous year’s billings from Metropolitan Council. Staff believes this
was in large part due to significant capital improvements over the past several years for Inflow &
Infiltration.
2013 Goals
Successfully complete Lift Station 10 rehabilitation.
Assist in 2013 Street Improvement Project utility maintenance and replacement work.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
City Manager .10 .10 .10 .10
Public Works Director/City Engineer .125 .125 .125 .125
Finance Director .125 .125 .125 .125
Utility Superintendent .50 .50 .50 .50
Assistant Utility Superintendent .50 .50 .50 .50
Assistant Finance Director .05 .05 .05 .05
Utility Operator 2 2 2 2
Utility Technician .50 .50 .50 .50
Account Clerk .30 .30 .30 .30
Public Works Secretary .125 .125 .125 .125
Total 4.325 4.325 4.325 4.325
77
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
3660 Sewer Customers 2,300,903 2,237,183 2,350,000 2,300,000 (2.1%)
3662 Utility Penalties 56,430 49,912 60,000 50,000 (16.7%)
3806 Hook Up Fees 244,219 267,010 235,000 250,000 6.4%
3811 Sewer Surcharge 8,025 10,582 10,000 10,000 0.0%
*Total Current Services 2,609,577 2,564,687 2,655,000 2,610,000 (1.7%)
3801 Interest Earnings 17,682 48,274 20,000 30,000 50.0%
3903 Refunds/Reimbursements 1,210 - 1,200 1,200 0.0%
*Total Other Revenue 18,892 48,274 21,200 31,200 47.2%
**Total Revenue 2,628,468 2,612,960 2,676,200 2,641,200 (1.3%)
Revenue Over/(Under) Expenditures 597,371 445,931 518,600 603,900
2013 Enterprise Funds
701 Sewer Utility Revenue
78
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 240,768 237,624 245,000 241,000 (1.6%)
4011 Overtime-Reg 6,928 9,274 8,000 8,000 0.0%
4012 Stand-By Pay 6,322 6,338 6,500 6,500 0.0%
4020 Salaries & Wages-Temp 15,472 14,036 16,000 16,000 0.0%
4021 Overtime-Temp - 111 - - 0.0%
4030 Contributions-Retirement 36,875 37,177 38,000 40,000 5.3%
4040 Contributions-Insurance 32,991 39,000 35,000 42,000 20.0%
4050 Workers Compensation 3,444 3,896 4,000 4,000 0.0%
4060 Unemployment 600 519 - - 0.0%
*Total Personal Services 343,401 347,974 352,500 357,500 1.4%
4120 Supplies-Equipment 7,797 6,293 7,600 7,600 0.0%
4140 Supplies-Vehicles 8,111 5,154 2,000 5,000 150.0%
4150 Maintenance Materials 9,383 11,624 9,000 10,000 11.1%
4160 Chemicals 3,244 9,590 3,400 4,500 32.4%
4170 Motor Fuels & Lubricants 11,352 12,929 12,000 12,500 4.2%
4240 Uniforms & Clothing 1,053 2,396 1,800 1,800 0.0%
4260 Small Tools & Equipment 2,735 3,591 2,800 2,800 0.0%
*Total Materials & Supplies 43,676 51,577 38,600 44,200 14.5%
4300 Fees, Services 25,623 16,775 25,000 25,000 0.0%
4301 Auditing 4,000 6,000 6,000 6,000 0.0%
4310 Telephone 5,320 6,318 6,000 6,000 0.0%
4320 Utilities 65,140 70,282 70,000 70,000 0.0%
4330 Postage 6,169 5,695 6,400 6,400 0.0%
4340 Printing & Publishing 634 1,531 1,500 1,500 0.0%
4350 Cleaning & Waste Removal 132 1,283 200 600 200.0%
4360 Subscriptions & Memberships 100 - 400 400 0.0%
4370 Travel & Training 5,454 2,569 4,200 4,200 0.0%
4410 Rental-Equipment 1,914 2,246 800 1,500 87.5%
4440 License & Registration - 37 - - 0.0%
4483 Insurance-General Liability 14,000 13,000 14,000 14,000 0.0%
4509 Remit to Other Agencies 1,386,052 1,519,879 1,520,000 1,376,000 (9.5%)
4510 Repair & Maintenance-Building 5,886 6,383 4,600 5,000 8.7%
4520 Repair & Maintenance-Vehicles - 3,125 400 1,000 150.0%
4530 Repair & Maintenance-Equip 26,212 27,046 16,000 28,000 75.0%
4551 Repair & Maintenance-Sewer 85,474 79,245 77,000 80,000 3.9%
4553 Emergency Repairs-Sewer 11,499 4,849 14,000 10,000 (28.6%)
4703 Office Equipment 9 - - - 0.0%
4901 Refunds/Reimbursements - 38 - - 0.0%
4933 Sales Tax 403 1,178 - - 0.0%
*Total Contractual Services 1,644,022 1,767,478 1,766,500 1,635,600 (7.4%)
**Total Expenditures 2,031,098 2,167,030 2,157,600 2,037,300 (5.6%)
2013 Enterprise Funds
701 Sewer Utility Expenditures
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80
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
3328 Wetland Alteration 1,478 - 15,000 5,000 (66.7%)
*Total Permits 1,478 - 15,000 5,000 (66.7%)
3510 Grants-State - - 7,750 7,750 0.0%
3520 Grants-County 2,984 3,196 3,000 3,000 0.0%
3533 Grants-Other - - 27,550 25,000 (9.3%)
*Total Intergovernmental Rev 2,984 3,196 38,300 35,750 (6.7%)
3601 Sale of Documents - 15 - - 0.0%
3640 Community Garden Plot Rental 1,957 1,945 1,900 1,900 0.0%
3650 Sale of Recyclables 3,966 4,336 2,600 4,000 53.8%
3660 Sewer Customers 526,660 524,812 520,000 528,000 1.5%
3662 Utility Penalties 12,028 9,661 14,000 10,000 (28.6%)
3806 Connection Charges - 10,609 30,000 15,000 (50.0%)
*Total Current Services 544,611 551,378 568,500 558,900 (1.7%)
3801 Interest Earnings 21,997 16,499 22,000 18,000 (18.2%)
3903 Refunds and Reimbursements 111,992 93 - - 0.0%
*Total Other Revenue 133,989 16,591 22,000 18,000 (18.2%)
**Total Revenue 683,062 571,165 643,800 617,650 (4.1%)
Revenue Over/(Under) Expenditures 276,018 178,783 203,600 169,100
2013 Enterprise Funds
720 Surface Water Management Revenue
Summary (Total of 7200, 7201, 7202 and 7205)
81
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 166,895 164,228 171,100 168,900 (1.3%)
4020 Salaries & Wages-Temp 5,691 - 8,000 8,000 0.0%
4030 Contributions-Retirement 23,404 22,889 24,800 24,800 0.0%
4040 Contributions-Insurance 29,622 33,720 35,200 35,600 1.1%
4050 Workers Compensation 439 482 700 700 0.0%
*Total Personal Services 226,050 221,319 239,800 238,000 (0.8%)
4120 Supplies-Equipment 1,140 1,916 2,000 2,000 0.0%
4130 Supplies-Program 13,223 10,787 13,800 12,700 (8.0%)
4150 Maintenance Materials 16,695 11,454 16,000 15,000 (6.3%)
4260 Small Tools & Equipment 25 - 100 100 0.0%
*Total Materials & Supplies 31,083 24,157 31,900 29,800 (6.6%)
4300 Fees, Services 113,354 132,545 154,900 166,550 7.5%
4301 Auditing 2,000 4,000 4,000 4,000 0.0%
4310 Telephone and Communications 948 1,172 800 1,000 25.0%
4320 Utilities/Community Garden 616 1,602 800 800 0.0%
4340 Printing & Publishing 1,778 2,349 2,000 2,400 20.0%
4360 Subscriptions & Memberships 1,509 1,492 1,500 1,500 0.0%
4370 Travel & Training 1,989 1,913 2,700 2,700 0.0%
4380 Mileage - - 300 300 0.0%
4483 Insurance-General Liability 1,500 1,500 1,500 1,500 0.0%
4530 Repair & Maintenance-Equip - 184 - - 0.0%
4703 Office Equipment 9 - - - 0.0%
4807 Property Tax Expense 26,020 - - - 0.0%
4901 Refunds/Reimbursements - 17 - - 0.0%
4933 Sales Tax 186 132 - - 0.0%
*Total Contractual Services 149,911 146,906 168,500 180,750 7.3%
**Total Expenditures 407,044 392,382 440,200 448,550 1.9%
720 Surface Water Management Expenditures
2013 Enterprise Funds
Summary (Total of 7200, 7201, 7202 and 7205)
82
Surface Water Management Administration
Mission Statement
Improve and protect Chanhassen’s surface water resources and provide flood protection through the
installation and maintenance of storm sewer infrastructure, the preservation and enhancement of
natural features, and through education and outreach. These goals will be accomplished efficiently
and effectively through partnerships with organizations and private land owners.
Strategies/Services
MS4 & METROPOLITAN LAND USE ACT COMPLIANCE – Provide a framework for long-term surface
water management planning consistent with federal, state and local rules and policies.
STORM WATER MANAGEMENT – Design, construct and review best management practices to
provide rate control, sediment and nutrient removal and volume reduction of waters flowing
overland.
INFRASTRUCTURE MAINTENANCE – Provide ongoing maintenance of existing infrastructure to
reduce future repair costs and, when needed, repair existing infrastructure to meet design needs.
Develop and maintain database of all inspections and maintenance of storm sewer assets.
EROSION & SEDIMENT PROTECTION – Assure through inspection, education and design that public
and private construction sites have adequate controls in place to prevent migration of sediment off
site.
LAKE MANAGEMENT – Identify and implement strategies to improve and/or maintain area lakes
including shoreline management, aquatic plant management, and water quality management.
STREAM MANAGEMENT – Identify and implement strategies to improve and/or maintain area
streams, rivers and their tributaries from incision, embeddedness and variable flow regimes.
DRAINAGE IMPROVEMENT & FLOOD ABATEMENT – Provide adequate conveyance of surface water
and protection of all flood-sensitive structures from the 100-year flood elevation of surface waters.
WETLAND CONSERVATION ACT ADMINISTRATION – Administer MN Rules Chapter 8420 to protect
and enhance wetlands to assure no net loss in wetland area, functions and values.
EDUCATION & OUTREACH – Develop and present educational materials to staff and residents of
Chanhassen concerning surface water management issues.
Budget Highlights & Future Trends
The budget reflects an increase of $6,200 (2.2%)
In conjunction with the GIS Specialist, Cartegraph™ software is being employed to track costs,
inventory parts and provide inspection details of storm sewer infrastructure.
2013 Goals
Stabilize ravine #2 south of Mandan Circle.
Provide drainage improvements and water quality benefits in conjunction with 2013 road projects.
Provide drainage improvements and increased treatment capacity at Lake Susan Hills Townhomes.
Work with RPBCWD to provide appropriate lake management measures for Lakes Susan and Riley.
Install bio-filtration features and shoreline revetment applications in Choctaw neighborhood.
Develop protocol for the inspection and inventory of ponds for prioritizing clean outs.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Community Development Director .25 .25 .25 .25
Water Resources Coordinator 1 1 1 1
Natural Resources Technician .80 .80 .80 .80
Total 2.05 2.05 2.05 2.05
83
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
3328 Wetland Alteration 1,478 - 15,000 5,000 (66.7%)
*Total Permits 1,478 - 15,000 5,000 (66.7%)
3601 Sale of Documents - 15 - - 0.0%
3660 Sewer Customers 526,660 524,812 520,000 528,000 1.5%
3662 Utility Penalties 12,028 9,661 14,000 10,000 (28.6%)
3806 Connection Charges - 10,609 30,000 15,000 (50.0%)
*Total Current Services 538,688 545,097 564,000 553,000 (2.0%)
3801 Interest Earnings 21,997 16,499 22,000 18,000 (18.2%)
3903 Refunds and Reimbursements 111,772 - - - 0.0%
*Total Other Revenue 133,769 16,499 22,000 18,000 (18.2%)
**Total Revenue 673,935 561,595 601,000 576,000 (4.2%)
Revenue Over/(Under) Expenditures 382,179 306,268 324,700 293,500
2013 Enterprise Funds
720 Surface Water Management Revenue
7200 Administration
84
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 123,323 120,185 126,500 123,500 (2.4%)
4020 Salaries & Wages-Temp 5,691 - 8,000 8,000 0.0%
4030 Contributions-Retirement 17,336 16,810 18,200 18,200 0.0%
4040 Contributions-Insurance 19,348 21,964 22,200 23,200 4.5%
4050 Workers Compensation 317 337 500 500 0.0%
*Total Personal Services 166,015 159,297 175,400 173,400 (1.1%)
4120 Supplies-Equipment 1,140 1,916 2,000 2,000 0.0%
4130 Supplies-Program 7,755 4,813 8,000 7,000 (12.5%)
4150 Maintenance Materials 16,695 11,454 16,000 15,000 (6.3%)
*Total Materials & Supplies 25,590 18,183 26,000 24,000 (7.7%)
4300 Fees, Services 66,836 67,965 65,000 75,000 15.4%
4301 Auditing 2,000 4,000 4,000 4,000 0.0%
4310 Telephone and Communications 948 1,172 800 1,000 25.0%
4340 Printing & Publishing 130 24 100 100 0.0%
4360 Subscriptions & Memberships 1,280 1,215 1,200 1,200 0.0%
4370 Travel & Training 1,324 1,638 2,000 2,000 0.0%
4380 Mileage - - 300 300 0.0%
4483 Insurance-General Liability 1,500 1,500 1,500 1,500 0.0%
4530 Repair & Maintenance-Equip - 184 - - 0.0%
4703 Office Equipment 9 - - - 0.0%
4807 Property Tax Expense 26,020 - - - 0.0%
4901 Refunds/Reimbursements - 17 - - 0.0%
4933 Sales Tax 102 132 - - 0.0%
*Total Contractual Services 100,151 77,848 74,900 85,100 13.6%
**Total Expenditures 291,756 255,327 276,300 282,500 2.2%
2013 Enterprise Funds
720 Surface Water Management Expenditures
7200 Administration
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Surface Water Management
Recycling
Mission Statement
The Recycling division of Surface Water Management will provide recycling opportunities and
resources for residents.
Strategies/Services
RECYCLING COUPON PROGRAM – Provide coverage of residential recycling fees at the Carver
County Environmental Center.
PUBLIC FACILITY AND EVENT REYCLING – Coordinate contract service for recycling at community
events.
Budget Highlights & Future Trends
This budget remains unchanged from the previous year.
Funding for services is provided by an annual grant received from Carver County. The amount of
the grant is determined by the County.
2013 Goals
Provide permanent recycling bins for up to 2 park shelters.
Continue to provide recycling coupons to residents.
Continue to promote the use of the Carver County Environmental Center.
Increase recycling opportunities at community events.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Environmental Resource Specialist .40 .40 .40 .40
Total .40 .40 .40 .40
87
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
3520 Grants-County 2,984 3,196 3,000 3,000 0.0%
*Total Intergovernmental Rev 2,984 3,196 3,000 3,000 0.0%
3650 Sale of Recyclables 36 16 - - 0.0%
*Total Current Services 36 16 - - 0.0%
**Total Revenue 3,020 3,212 3,000 3,000 0.0%
Revenue Over/(Under) Expenditures (32,613) (35,966) (35,900) (36,500)
2013 Enterprise Funds
720 Surface Water Management Revenue
7201 Recycling
88
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 21,786 22,021 22,300 22,700 1.8%
4030 Contributions-Retirement 3,034 3,040 3,300 3,300 0.0%
4040 Contributions-Insurance 5,137 5,878 6,500 6,200 (4.6%)
4050 Workers Compensation 61 73 100 100 0.0%
*Total Personal Services 30,018 31,012 32,200 32,300 0.3%
4130 Supplies-Program 1,537 1,156 1,600 1,500 (6.3%)
4260 Small Tools & Equipment 25 - 100 100 0.0%
*Total Materials & Supplies 1,562 1,156 1,700 1,600 (5.9%)
4300 Fees, Services 3,062 4,524 3,600 3,800 5.6%
4340 Printing & Publishing 824 2,325 1,100 1,500 36.4%
4360 Subscriptions & Memberships 150 162 200 200 0.0%
4370 Travel & Training - - 100 100 0.0%
4933 Sales Tax 17 - - - 0.0%
*Total Contractual Services 4,053 7,010 5,000 5,600 12.0%
**Total Expenditures 35,633 39,178 38,900 39,500 1.5%
2013 Enterprise Funds
720 Surface Water Management Expenditures
7201 Recycling
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Surface Water Management
Reforestation
Mission Statement
The Reforestation division of Surface Water Management will provide management of public trees,
review development landscape plans, provide public education on forestry issues, and serve as a
liaison to the Environmental Commission. This division also oversees the Olson Community Gardens.
Strategies/Services
FORESTRY MANAGEMENT – Supervise pruning, planting and care of public trees. Manage ongoing
restoration of public natural areas including woods and prairie.
PUBLIC EDUCATION – Act as a resource for residential tree and landscape concerns and provide
public information about tree health issues.
PLAN REVIEW – Perform City code compliance review of development plans and building permit
surveys.
INSPECTIONS – Field verification of required tree preservation in new developments, completion
of landscaping requirements, and diseased tree inspections.
Budget Highlights & Future Trends
This budget reflects an increase to match actual spending.
Future budget influences include tree health threats such as Emerald Ash borer.
2013 Goals
Complete data inventory for public trees in parks and on collector roads.
Provide public updates of tree health concerns, such as Emerald Ash borer, Bur Oak blight, and
others.
Complete GIS inventory for all existing conservation easements.
Employee Count 2012
Actual
2013
Budget
2014
Budget
2015
Budget
Environmental Resource Specialist .40 .40 .40 .40
Total .40 .40 .40 .40
91
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
3640 Community Garden Plot Rental 1,957 1,945 1,900 1,900 0.0%
3650 Sale of Recyclables 3,930 4,320 2,600 4,000 53.8%
3903 Refunds and Reimbursements 220 93 - - 0.0%
*Total Current Services 6,107 6,358 4,500 5,900 31.1%
**Total Revenue 6,107 6,358 4,500 5,900 31.1%
Revenue Over/(Under) Expenditures (73,548) (91,519) (75,200) (77,900)
2013 Enterprise Funds
720 Surface Water Management Revenue
7202 Reforestation
92
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4010 Salaries & Wages-Reg 21,786 22,021 22,300 22,700 1.8%
4030 Contributions-Retirement 3,034 3,039 3,300 3,300 0.0%
4040 Contributions-Insurance 5,137 5,878 6,500 6,200 (4.6%)
4050 Workers Compensation 61 73 100 100 0.0%
*Total Personal Services 30,017 31,011 32,200 32,300 0.3%
4130 Supplies-Program 3,931 4,818 4,200 4,200 0.0%
*Total Materials & Supplies 3,931 4,818 4,200 4,200 0.0%
4300 Fees, Services 43,456 60,057 41,000 45,000 9.8%
4320 Utilities/Community Garden 616 1,602 800 800 0.0%
4340 Printing & Publishing 824 - 800 800 0.0%
4360 Subscriptions & Memberships 79 115 100 100 0.0%
4370 Travel & Training 665 275 600 600 0.0%
4933 Sales Tax 67 - - - 0.0%
*Total Contractual Services 45,707 62,048 43,300 47,300 9.2%
**Total Expenditures 79,655 97,877 79,700 83,800 5.1%
2013 Enterprise Funds
720 Surface Water Management Expenditures
7202 Reforestation
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Surface Water Management
Aquatic Species Management Program
Mission Statement
This program is intended to promote healthy aquatic ecosystems through the propagation and
preservation of native and desirable aquatic flora and fauna.
Strategies/Services
EDUCATION AND OUTREACH – Collaborate with other organizations to develop and disseminate
educational materials to consumers of area lakes and waters.
WATERCRAFT INSPECTIONS – Collaborate with the Minnesota Department of Natural Resources,
Watershed Districts, Watershed Management Organizations, other municipalities and other groups
to provide inspections of watercraft entering and exiting area lakes through launches owned and
maintained by the City of Chanhassen.
DATA COLLECTION – In conjunction with other organizations, monitor area lakes for potential
vectors of introduction into area lakes and the presence of invasive or noxious species.
Budget Highlights & Future Trends
Maintains same funding level as 2012.
Seek to procure Watercraft Inspection Grant for Local Government Unit from the MN DNR.
Continue to look for other partnership opportunities to provide for a more cost effective and
efficient means of meeting program mission.
2013 Goals
Evaluate, maintain and enhance signage at all launches.
Provide 2,655 hours of watercraft inspection on Lotus Lake, Lake Ann and Lake Susan.
Observe a reduction in the number of watercraft entering area lakes in violation of State Law.
95
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
3510 State Grants (DNR)- - 7,750 7,750 0.0%
3533 Grants-Other (Riley/Purgatory)- - 25,000 25,000 0.0%
3533 Grants-Other (Lotus Lk Home)- - 2,550 - (100.0%)
*Total Intergovernmental Rev - - 35,300 32,750 (7.2%)
**Total Revenue - - 35,300 32,750 (7.2%)
Revenue Over/(Under) Expenditures - - (10,000) (10,000)
2013 Enterprise Funds
720 Surface Water Management Revenue
7205 Aquatic Species Mgmt Program
96
2012 to
2010 2011 2012 2013 2013
Account Description Actual Actual Budget Budget % Inc/(Dec)
4300 Fees, Services - - 45,300 42,750 (5.6%)
*Total Contractual Services - - 45,300 42,750 (5.6%)
**Total Expenditures - - 45,300 42,750 (5.6%)
2013 Enterprise Funds
720 Surface Water Management Expenditures
7205 Aquatic Species Mgmt Program
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Appendix
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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 occur
during normal meal hours.
2. Meals and refreshments are allowed at employee meetings and events that have a purpose of
discussing City issues or are a part of an employee training. These meetings would also
normally have a pre-planned agenda. This does not include routine staff meetings.
3. Meals and refreshments are allowed when they are part of a breakfast/lunch/dinner meeting
for official city business when it is the only practical time to meet. Usually these meals
involve meeting with City councilmembers, committee/commission members, or local
business/fraternal organizations.
4. During official meetings of the City Council, council committees, advisory
boards/commissions, and taskforces.
5. Meals purchased by an employee, councilmember, or agent while at a conference or other
training event may be reimbursed by the City provided that an appropriate receipt is
provided. Such receipt must be itemized and include who the meal was purchased for, and
will specify what was included in the purchase.
6. Reimbursable travel expenses for employees or councilmembers are outlined in the City of
Chanhassen Personnel Policy.
7. The City will not purchase or reimburse any employee, councilmember, or agent for the
purchase of intoxicating liquor or malt beverages.
100
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.
101
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 City
personnel.
Guidelines:
The City may purchase cellular telephones for employees who have a business necessity to
telephone others and receive calls while outside of City buildings, or for employees’ personal
safety. Cellular telephones are City equipment and are to be used by authorized employees to
conduct business in a professional manner. Employees are responsible for the proper care and
handling of all City equipment in their possession.
Cellular numbers shall not be given out to the general public except by the employee assigned
that number.
Calls will be limited to those that are necessary in order to perform assigned duties based upon
circumstances at that time. Calls that are not urgent will be made by other means. All calls will
be held to the shortest duration possible. Elaborate conversations will be held in person or by
other means.
102
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.
Safety:
In the interest of safety, if calls are made inside a vehicle, employees are encouraged to bring
vehicle to a complete stop when answering cellular calls. All outgoing calls, whenever practical,
should be made with the vehicle in a stationary position. Hands-free devices shall be used when
available.
Cautionary Note:
Employees should be cognizant that cellular telephone communications are not a secure form of
communication. Sensitive information should be conveyed through a more secure form of
communication.
Assignment of Department Cellular Telephones
Department Heads or the City Manager must pre-approve all calling plans based on departmental
needs.
Adopted by the Chanhassen City Council on November 25, 2002.
Amended by the Chanhassen City Council on December 12, 2011.
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Purchasing Policy
City of Chanhassen, Minnesota
Adopted on
February 10, 2003
Amended on
July 14, 2003
June 26, 2006
July 14, 2008
June 27, 2011
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Section 1. Purchasing Guidelines
1.1 Goals and Objectives
This purchasing manual was created to:
• Clarify and reconcile the sometimes confusing requirements of state purchasing
law, departmental procedures, and the Finance Department processes.
• Provide a comprehensive resource book for staff to be effective and efficient
when making purchases.
• Standardize purchasing and payment methods to expedite the purchasing
process.
The standards in this manual are minimum standards to ensure fiscal responsibility.
Departments may set more restrictive procedures to meet their own budgetary
accountability.
1.2 ADA Compliance
The City of Chanhassen is subject to the provisions of the Americans with Disabilities
Act (ADA). The Chanhassen City Council adopted an ADA compliance plan which
outlines how the City complies with the Act. In general, the City will consider the needs
of people with disabilities as it purchases equipment and configures work and public
areas.
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Section 1. Purchasing Guidelines
1.3 Quick Reference Guide
Value of Purchase
Quotations Needed Payment Request
Options
Approvals Needed Prior
to Purchasing
Less than $100 None Petty Cash
Credit Card
Check Request
Department
Finance
City Manager
City Council
Yes
No
No
No
$100-$4,999 Departmental Discretion Credit Card
Check Request
Purchase Order
Department
Finance
City Manager
City Council
Yes
No
No
No
$5,000-$10,000 Two Written Quotes or
RFP’s
Credit Card
Check Request
Purchase Order
Department
Finance
City Manager
City Council
Yes
No
No
No
$10,000-$19,999 Two Written Quotes or
RFP’s
Credit Card
Check Request
Purchase Order
Department
Finance
City Manager
City Council
Yes
Yes
Yes
No
$20,000-$99,999
Two Written Quotes or
RFP’s
Check Request
Purchase Order
Department
Finance
City Manager
City Council
Yes
Yes
Yes
Yes
Greater than
$100,000
Sealed Bids Check Request
Purchase Order
Department
Finance
City Manager
City Council
Yes
Yes
Yes
Yes
Notes: If a cooperative purchasing agreement is in place, quotations are not needed.
All purchases must be approved as part of the annual budgeting process
or within the CIP.
RFP’s are required for contracting services in excess of $25,000 on an annual
basis except from the consultant pool (see RFP section of this document).
The City Manager may delegate authority for approval of agreements less than
$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 the
Finance Director.
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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.
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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 the
City’s procurement system, and open and free competition among prospective
suppliers. In keeping with this value, employees should avoid the following practices
when making purchases on behalf of the City:
Circumventing competitive bidding requirements.
Examples of this include:
• Splitting purchases so that they can be made through several small purchases.
• Using the emergency procedure process when no true emergency exists.
• Using a ‘sole source’ exemption when competition is available.
Denying one or more vendors the opportunity to bid on a contract.
Examples of this include:
• Using unnecessarily restrictive specifications.
• Pre-qualifying bidders on a discriminatory basis.
• Removing companies from a bidders list without just cause.
• Requiring unnecessarily high bonding.
Giving favored vendors an unfair advantage.
Examples of this include:
• Providing vendors with information regarding their competition’s offers in
advance of a bid opening.
• Making information available to favored vendors and not to others.
• Giving un-favored vendors inaccurate or misleading information.
Accepting gifts from vendors.
• Minnesota Statutes §471.895 prohibits government employees from receiving
gifts except where they are included as part of the cost of a product, good, or
service provided (such as a meal provided as part of a conference).
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Section 2. Purchasing Practices
2.2 Recycled Content
Environmentally preferable products are goods and services that have a lesser or
reduced effect on human health and the environment when compared with other goods
and services that serve the same purpose. The following is an overview of items that
should be considered prior to making a purchase. Details relating to the items can be
found at the Solid Waste Management Coordinating Board web site at www.swmcb.org.
Office Products - General
• Erasable boards - alternative to paper flip charts
• Self-stick fax addressing labels - alternative to full-sized fax cover sheets
• Electronic software presentations - alternative to transparencies
• Solar-powered calculators and other devices - eliminates the need for batteries
• Refillable pens, pencils, and tape dispensers - eliminates waste
• Reuse file folders and binders - applying new labels extends their usefulness
• E-mail - alternative to paper memorandums
• Double-sided copies - reduces paper waste
• Reusable kitchen dishware - reduces waste
• Purchase products in reusable, refillable, or returnable containers - containers
may be sent back to the vendor for reuse
Copy Paper and Envelopes
• Recycled content - when possible, purchase 100% post-consumer paper
• Chlorine-free paper - buying chlorine-free paper reduces pollution. Choose paper
labeled as ‘Processed Chlorine-Free” (PCF)
• White and pastel paper - fluorescent colors make copy paper harder to recycle
Purchase white and pastel-colored copy paper — dark colors, plastic windows,
and padding make envelopes harder to recycle
Printing Services
• Low volatile organic compounds - choose a printer that uses low-VOC water-
based or agri-based inks and press chemicals
• Inks - avoid inks containing heavy metals such as barium, copper, and zinc
Colors to avoid include fluorescent colors, warm red, and metallics
• Glue, coatings, and foil stamping - use glueless bindings and uncoated paper
when possible. Avoid foil stamping and heavy ink coverage
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Office Machines
Copiers - save paper with copiers that feature automatic duplexing and multi-page
printing. Purchase remanufactured copiers and models that can use remanufactured
toner cartridges
• Computers and monitors - choose models that can be easily upgraded
• Printers - when possible, choose printers with duplex units to save paper. Look
for models that are certified as star compliant (can cut energy use by more than
65%)
• Printer toner cartridges - purchase remanufactured toner cartridges from
suppliers that will reuse spent cartridges
Vehicles
• Motor oil - purchase re-refined oil when possible
• Antifreeze - purchase extended life antifreeze that is designed to last five
years/150,000 miles or longer
• Fuel - the use of 85% ethanol blended fuels (E85) reduces carbon monoxide and
ozone-producing emissions
Plastic Lumber and Treated Wood
• Plastic lumber - alternative to chemically treated wood
• Treated wood - purchase only AGO treated wood
Office Cleaners
• Reusable, returnable packaging - purchase cleaners in concentrates
• Plastic waste bags - purchase bags that are made from recycled materials
Paint
• Latex paint - purchase latex paint rather than oil-based paint. Paint should be
10% to 100% post-consumer content
Carpet
• Purchase recycled rubber-backed carpet tiles that can be replaced as they wear
Office Furniture and Panels
• Remanufactured furniture - Purchase remanufactured furniture when possible.
When purchasing new furniture, look for recycled content including metal, PVC
and other plastics, pressboard, and fabric
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Section 3. Authorization
The City of Chanhassen has a decentralized purchasing program where individual
departments are responsible for making their own purchases. There are a few
exceptions including the supplies maintained in the office supply closet, paper and
stationery products, and modular furniture and chairs. The front desk receptionists will
assist staff members who need help with research or purchase of items in cases where
staff are not familiar with particular products.
Payment Authorization Process
1. Determine the need for commodities and services.
2. Research the cost of the purchase and determine proper purchasing alternative.
3. Determine the appropriate account coding and whether there is sufficient funds
available in that budget line item.
4. Forward request to department director or designee for approval. If purchase
exceeds $10,000 and is less than $20,000 approval is needed by City
Manager 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.
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Section 4. Purchasing Alternatives
4.1 Sealed Bids
• A formal sealed bid procedure is required for all purchases in excess of $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 originating
department.
• Required authorization for plans and specifications is the responsibility of the
originating department.
• The City Council must formally approve the bid contract.
• The originating department then files the contract with the administration
department.
4.2 State, County and Other Cooperative Purchasing Contracts
State Cooperative Purchasing Contracts — The City of Chanhassen participates in the
State of Minnesota Cooperative Purchasing Venture (CPV). This enables participants to
buy goods and services at a reduced cost under the terms of contracts already
negotiated by the State of Minnesota.
• The Finance Department has access to the releases and listings of
products/services that can be purchased on state contract.
• If it is determined that a product/service is on a state contract, vendors should be
told that the purchase will be made using that contract. When completing the
purchasing paperwork, note that the purchase is per state contract and indicate
the contract number.
4.3 Quotes
If a purchase is estimated to exceed $5,000 but not to exceed $99,999, the purchase
may be made either by sealed bids or by direct negotiation based upon quotations. If a
purchase is made in this range, staff members are required to obtain at least two written
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quotes. These quotes should be in writing. If the quotes are not written, the requestor
who received the verbal quote must document the quote in writing. All such quotes must
be forwarded to the Finance Department with the purchasing documents.
4.4 Emergency
Emergency situations may arise where the normal purchasing process cannot be
followed for the procurement of goods and services. An emergency means an
unforeseen combination of circumstances that calls for immediate action to prevent a
disaster from developing or occurring.
Minnesota Statute §12.29 gives the Mayor the authority to declare a local emergency
for up to three days, 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 typically
mandated procedures for purchasing and contracts. During that time, the governing
body may waive compliance with the prescribed purchasing guidelines including
compliance with M.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 emergency
requires speedy action essential to the health, safety, and welfare of the community and
if there has been an emergency declaration, the standard purchasing policies and
procedures can be waived in accordance with Minnesota Statute §12.37.
4.5 Request for Proposals (RFP)
RFPs may be used to solicit proposals for professional services. Typical information to
address in RFPs includes:
• Background and scope of the project.
• The project’s budget to ensure that the proposals stay within that range.
• Proposal requirements should include adequate information to allow for proper
review and evaluation including:
• Description of firm and qualifications, including any specialized experience
related to the project.
• A list of similar projects the firm has completed.
• Project timetables including: estimate of hours, breakdown of hours by
phase, and the City’s expectation for a completion date.
• 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:
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• Quality and thoroughness of the proposal.
• Similar past experience and/or expertise.
• References
• Cost estimate
• The following statement must be included: The City reserves the right to
reject any and all proposals, waive all technicalities and accept any
proposal deemed to be in the City’s best interest.
• Submittal deadline: date, time, project name, and addressee.
• Statement: “Proposers are solely responsible for delivery of their
proposals to the City before the deadline. Any proposal received after the
deadline will not be considered and will be returned.”
• Information about where questions should be directed.
Note: Staff should make sure that all proposers are given the same information.
Attach a copy of the agreement proposed to be used for the project, including the City’s
insurance certificate. The agreement includes provisions to which the firm must agree,
so it is important that they see the agreement up front. It is suggested that the RFP be
submitted to the City attorney for review prior to distribution.
4.6 Leases/Purchases
All lease agreements need approval through the Finance Department and legal counsel
prior to initiating a lease.
4.7 On-Line Purchases
The following guidelines are recommended for purchasing products over the Internet:
• Only purchase from vendors that use secure servers for e-commerce. Most sites
will have a disclaimer, but some do not have the disclaimer language. If in doubt,
either send an e-mail to the vendor or call them.
• Ask vendors if they have an “Extranet” available on their web site as an
alternative to credit card payment. If it is, log on to the Extranet where purchases
may be made using a password. Payment terms are specified by the City
employee at that time. This is the preferred method.
• When using a credit card, follow the standard purchasing guidelines that are
used when paying by credit card on the telephone. It is generally safe to use a
credit card on the Internet, but be cautious - see the first item in this subsection.
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Section 5. Payment
The City of Chanhassen uses various processes in making payments for goods and
services.
5.1 Standard Purchase Orders
Purchase orders are used when required by the vendor to acknowledge the City’s
request for goods and services. A copy of the purchase order will be sent to the vendor
when requested.
• 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 coding
included, 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 for
reference of line item code.
Helpful hints for completing payment process:
• Eleven digit code — 101 (fund) 1120 (department or project) 4110 (office
supplies).
• 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 proper
departmental 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 expense
voucher.
• 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, and
thoroughness, the following are procedures to be followed for credit card use:
• Credit cards must be obtained from the Finance Department.
• Cards will be distributed to those departments that can demonstrate a need, such
as efficiency or because vendors do not allow open accounts.
• 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 in
Section 5.9.
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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 previously
used format such as Contracts for Private Redevelopment. However, if attachments to
the agreement modify the agreement or provide new terms, the agreement should be
reviewed by the City attorney. The City attorney’s review must occur prior to submission
for a Council agenda and/or signatures.
• The City attorney must review an agreement if it is written on the other party’s
form, or if a special agreement is being drafted.
• Please note: These provisions apply to ALL agreements, including maintenance
agreements, service contracts, etc.
Authorization Levels
• The City Manager is authorized to sign agreements up to $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 be
included with the Council letter.
Transmittal Form/Signatures
• Once the agreement is approved, the other party should submit the original of the
agreement for signatures (as many original copies can be submitted as required,
but the City requires one original copy for the central agreement file). The
agreement packet must include the agreement, any required bonds, and the
certificate of insurance.
• A transmittal form—available from the administration department—(sample
agreement and transmittal form) must be completed and routed to the City
attorney with the agreement packet. After the City attorney approves the packet,
the agreement should be forwarded to the City Manager and the Mayor
(depending on the contract amount) for signatures. The originating department is
responsible for circulating the agreement for signatures.
• Be sure to note on the transmittal form the date the insurance expires, and any
special conditions, for instance, if the agreement calls for performance by a
specific date. The transmittal form should also note the termination date of the
agreement (either a specific date, when a condition is met, or that it is an ongoing
agreement).
Original to Administration
• The central agreement file is maintained by administration. Once the agreement
has been fully executed, the ORIGINAL must be submitted to the administration
department for placement in the central file. The originating department may
keep a copy of the agreement for the department file.
• The administration department assigns agreement numbers.
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Section 7. Capital Outlay and Fixed Assets
7.1 Capitalization Threshold
Capital outlay purchases are for items costing more than $5,000, are a tangible asset,
and have a life expectancy of more than one year. These items must be included in
each department budget in expense account 4701-4762. It should be noted that
delivery charges and sales tax must be included as a cost of the item purchased when
determining if the purchase is a capital outlay item.
If the individual purchase is greater than $5,000 the item is a capital outlay purchase
and now should become a recorded 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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