2018 BudgetCITY OF CHANHASSEN’S
ANNUAL BUDGET 2018
Table of Contents
Budget Overview
Authorizing Resolution ............................................................................................................. 1
Tax Levy ........................................................................................................................................... 3
Employee Count ........................................................................................................................... 5
General Fund Expenditures ..................................................................................................... 7
General Fund Revenues ............................................................................................................ 8
General Fund
General Government
Legislative ......................................................................................................................... 10
Administration ............................................................................................................... 12
Finance ............................................................................................................................... 14
Legal .................................................................................................................................... 16
Property Assessment ................................................................................................... 18
Management Information Systems (MIS) ........................................................... 20
City Hall ............................................................................................................................. 22
Elections ............................................................................................................................ 24
Library Building ............................................................................................................. 26
Public Safety
Police Administration .................................................................................................. 28
Fire Prevention and Administration ..................................................................... 30
Code Enforcement ......................................................................................................... 32
Community Service ....................................................................................................... 34
Public Works
Engineering ...................................................................................................................... 36
Street Maintenance ....................................................................................................... 38
Street Lighting and Signals ........................................................................................ 40
Fleet Department .......................................................................................................... 42
Community Development
Planning Commission .................................................................................................. 44
Planning Administration ............................................................................................ 46
Senior Commission ....................................................................................................... 48
Parks and Recreation
Park and Recreation Commission .......................................................................... 50
Park and Recreation Administration .................................................................... 52
Recreation Center ......................................................................................................... 54
Lake Ann Park Operations ......................................................................................... 56
Park Maintenance ......................................................................................................... 58
Senior Citizens Center ................................................................................................. 60
Recreation Programs ................................................................................................... 62
Self‐Supporting Programs ......................................................................................... 64
Recreation Sports .......................................................................................................... 66
Special Revenue Funds
10% Charitable Contribution ................................................................................... 70
Cemetery ............................................................................................................................ 72
Cable TV ............................................................................................................................. 74
Enterprise Funds
Water Utility .................................................................................................................... 78
Sewer Utility .................................................................................................................... 86
Surface Water Management ..................................................................................... 90
Appendix
Public Purpose Expenditure Policy ................................................................. 109
Purchasing Policy ............................................................................................................ 113
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2
2017 2018 % Change
Operational & Capital Levies
General Fund 8,468,631$ 8,704,333$
Capital Replacement 800,000 800,000
Revolving Imp Street Reconstruction 384,838 384,838
MSA (Sealcoating)93,000 93,000
Total Operational & Capital Levies 9,746,469$ 9,982,171$ 2.42%
Debt Levies
Public Works Facility 596,700 470,400
Library Referendum 451,952 461,297
Total Debt Levies 1,048,652$ 931,697$ ‐11.15%
Total All Levies 10,795,121$ 10,913,868$ 1.10%
2018 Tax Levy
3
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4
Employee Count
2017
Actual
2018
Budget
2019
Budget
2020
Budget
Administration 4.55 4.50 4.50 4.50
Finance 3.05 2.86 2.86 2.86
Management Information Systems 1.50 1.50 1.50 2.25
City Hall 1.00 1.00 1.00 1.00
Police Administration 0.15 1.00 1.00 1.00
Fire Prevention and Administration 2.00 2.00 2.00 2.00
Code Enforcement 7.85 7.00 7.00 7.00
Community Service 1.50 1.50 1.50 1.50
Engineering 6.55 5.73 5.73 5.73
Street Maintenance 8.25 8.25 8.25 8.25
Fleet Department 2.95 2.95 2.95 2.95
Planning Administration 4.30 4.35 4.35 4.35
Senior Commission 0.25 0.25 0.25 0.25
Park and Recreation Administration 2.00 2.00 2.00 2.00
Recreation Center 1.00 1.00 1.00 1.00
Park Maintenance 7.25 7.25 7.25 7.25
Senior Citizens Center 1.00 1.00 1.00 1.00
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 7.175 7.495 7.495 7.595
Sewer Utility 5.175 5.495 5.495 5.595
Surface Water Management 2.95 3.32 3.32 3.37
Total 73.70 73.70 73.70 74.70
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6
Personal Materials Contractual Capital 2018 2017 % 2016
Services & Supplies Services Outlay Total Total Change Actual
General Government
1110 Legislative 44,900 ‐ 81,600 ‐ 126,500 116,500 8.58% 111,030
1120 Administration 478,500 ‐ 56,600 ‐ 535,100 529,500 1.06% 549,123
1130 Finance 308,900 200 49,600 ‐ 358,700 364,500 ‐1.59% 323,083
1140 Legal ‐ ‐ 190,500 ‐ 190,500 180,500 5.54% 187,471
1150 Property Assessment ‐ ‐ 150,000 ‐ 150,000 140,000 7.14% 146,371
1160 MIS 157,900 30,000 46,900 ‐ 234,800 239,100 ‐1.80% 238,095
1170 City Hall 91,200 41,600 281,000 ‐ 413,800 404,200 2.38% 375,331
1180 Elections 24,600 4,000 14,000 ‐ 42,600 42,600 0.00% 44,873
1190 Library Building ‐ 2,500 109,100 ‐ 111,600 111,600 0.00% 111,954
* Total 1,106,000 78,300 979,300 ‐ 2,163,600 2,128,500 1.65% 2,087,332
Law Enforcement
1210 Police Administration 73,900 2,500 1,885,000 ‐ 1,961,400 1,809,900 8.37% 1,716,848
1220 Fire Prevention & Admin 699,100 45,100 175,400 ‐ 919,600 938,100 ‐1.97% 835,210
1250 Code Enforcement 698,500 6,600 13,000 ‐ 718,100 755,300 ‐4.93% 702,293
1260 Community Service 58,700 1,700 6,000 ‐ 66,400 67,100 ‐1.04% 58,355
* Total 1,530,200 55,900 2,079,400 ‐ 3,665,500 3,570,400 2.66% 3,312,705
Public Works
1310 Engineering 652,500 1,300 27,500 ‐ 681,300 688,700 ‐1.07% 654,493
1320 Street Maintenance 853,400 112,600 30,900 ‐ 996,900 956,000 4.28% 853,577
1350 Street Lighting & Signals ‐ 2,000 354,500 ‐ 356,500 349,500 2.00% 359,562
1370 Fleet Department 311,400 177,400 57,800 5,500 552,100 568,900 ‐2.95% 457,199
* Total 1,817,300 293,300 470,700 5,500 2,586,800 2,563,100 0.92% 2,324,831
Community Development
1410 Planning Commission ‐ 200 1,500 ‐ 1,700 1,300 30.77% 1,160
1420 Planning Administration 482,700 400 11,300 ‐ 494,400 463,500 6.67% 434,915
1430 Senior Commission 28,600 ‐ 9,700 ‐ 38,300 36,800 4.08% 35,733
* Total 511,300 600 22,500 ‐ 534,400 501,600 6.54% 471,808
Park & Recreation
1510 Park & Rec Commission ‐ 200 1,000 ‐ 1,200 1,200 0.00% 325
1520 Park & Rec Administration 239,500 200 5,900 ‐ 245,600 228,000 7.72% 214,483
1530 Recreation Center 229,400 23,000 93,800 ‐ 346,200 341,500 1.38% 319,873
1540 Lake Ann Park Operations 12,200 9,200 49,100 ‐ 70,500 70,200 0.43% 65,597
1550 Park Maintenance 848,400 80,800 101,100 ‐ 1,030,300 1,017,400 1.27% 972,921
1560 Senior Citizens Center 80,100 4,300 29,700 ‐ 114,100 121,900 ‐6.40% 85,585
1600 Recreation Programs 214,900 21,100 116,100 ‐ 352,100 345,800 1.82% 316,128
1700 Self‐Supporting Programs 36,300 4,500 15,000 ‐ 55,800 65,100 ‐14.29% 49,071
1800 Recreation Sports 29,300 7,900 300 ‐ 37,500 36,700 2.18% 32,732
* Total 1,690,100 151,200 412,000 ‐ 2,253,300 2,227,800 1.14% 2,056,715
Total Operational Expenditures 6,654,900 579,300 3,963,900 5,500 11,203,600 10,991,400 1.93% 10,253,391
Transfer for Roads ‐ ‐ ‐ ‐
** Total General Fund 11,203,600 10,991,400 1.93% 10,253,391
Dollar Change from Previous Year 212,200
2018 General Fund Budget
Expenditures
7
2015 2016 2017 2018 Inc Over 2019
Account Description Actual Actual Budget Budget PY Budget Estimate
General Property Tax
3010 Current Property Tax 7,774,157 8,000,093 8,468,631 8,704,333 2.8% 8,880,000
3002 Allowance for Delinquent Taxes (10,553) (39,158) (30,000) (40,000) (40,000)
3011 Delinquent Property Tax 42,108 34,408 65,000 45,000 45,000
3090 Excess TIF Taxes 20,503 33,069 ‐ ‐ ‐
* Total General Property Tax 7,826,216 8,028,411 8,503,631 8,709,333 2.4% 8,885,000
Licenses
3203 Dog Kennel 175 500 500 500 500
3206 Massage License 300 600 1,300 800 800
3213 Solicitor 10 ‐ ‐ ‐ ‐
3226 Liquor On and Off Sale 92,005 92,221 95,000 93,000 93,000
3284 Rubbish 3,300 2,400 4,000 3,500 3,500
* Total Licenses 95,790 95,721 100,800 97,800 ‐3.0% 97,800
Permits
3301 Building 612,850 524,996 500,000 500,000 500,000
3302 Plan Check 280,141 252,621 235,000 235,000 235,000
3305 Heating & A/C 135,603 114,854 82,800 82,800 82,800
3306 Plumbing 99,218 92,927 65,000 65,000 65,000
3307 Trenching 44,854 40,641 30,000 30,000 30,000
3308 Hunting/Shooting 780 940 1,400 1,400 1,400
3309 Sprinkler 13,555 8,335 11,000 11,000 11,000
3311 Sign 8,785 8,590 6,500 6,500 6,500
3316 Septic Tank 1,756 1,560 ‐ ‐ ‐
3320 Stable 190 200 300 300 300
3331 Firework's Application Fee 200 200 ‐ ‐ ‐
3390 Misc. Permits 5,211 3,410 3,000 3,000 3,000
* Total Permits 1,203,143 1,049,275 935,000 935,000 0.0% 935,000
Fines & Penalties
3401 Traffic & Ordinance Violation 116,119 113,232 115,000 115,000 115,000
3402 Vehicle Lockouts 890 692 1,000 1,000 1,000
3404 Dog/Cat Impound 179 427 ‐ ‐ ‐
3405 Other Fines and Penalties 1 16 ‐ ‐ ‐
* Total Fines & Penalties 117,189 114,368 116,000 116,000 0.0% 116,000
Intergovernmental Revenue
3503 Reimbursement from School Dist.42,506 47,056 45,000 47,000 47,000
3509 Other Shared Taxes 194,251 196,298 200,000 200,000 200,000
3510 Grants‐State 146,642 162,175 146,000 162,000 162,000
3530 Grants‐Federal 214 ‐ ‐ ‐ ‐
3533 Grants‐Other ‐ 692 ‐ ‐ ‐
* Total Intergovernmental Revenue 383,613 406,222 391,000 409,000 4.6% 409,000
2018 General Fund Budget
Revenue
8
2015 2016 2017 2018 Inc Over 2019
Account Description Actual Actual Budget Budget PY Budget Estimate
Charges for Current Services
3601 Sale of Documents 1,051 863 500 500 500
3602 Use & Variance Permits 17,430 13,309 20,000 20,000 20,000
3603 Rezoning Fees 4,100 2,700 2,000 2,000 2,000
3604 Assessment Searches 60 15 300 300 300
3605 Plat Recording Fees 3,300 1,650 5,100 4,000 4,000
3607 Election Filing Fees ‐ ‐ ‐ ‐ ‐
3613 Misc.‐General Government 4,823 2,892 5,000 5,000 5,000
3614 Admin. Charge‐2% Constr.31,282 56,079 50,000 55,000 55,000
3617 Engineering General ‐ 125 ‐ ‐ ‐
3619 Investment Management Fee 75,000 75,000 75,000 75,000 75,000
3629 Misc.‐Public Safety 11,053 9,465 10,000 10,000 10,000
3630 Recreation Program Fees 47,795 52,417 48,000 52,000 52,000
3631 Recreation Center 219,518 218,732 218,000 218,000 222,000
3633 Park Equipment Rental 51 57 300 300 300
3634 Park Facility Usage Fee 15,992 19,395 16,000 19,000 19,000
3635 Watercraft Rental 16,520 16,169 16,000 16,000 16,000
3636 Self‐Supporting Programs 40,483 42,001 42,000 42,000 42,000
3637 Senior Programs 41,460 45,854 39,000 45,000 45,000
3638 Food Concessions 12,662 11,470 12,000 12,000 12,000
3639 Misc.‐Park & Rec.1,123 905 1,200 1,200 1,200
3642 Recreation Sports 47,727 44,556 48,000 46,000 47,000
3649 Misc.‐Public Works 900 4,646 2,000 2,000 2,000
3651 Merchandise Sales 2,307 3,702 1,800 2,400 2,400
* Total Charges for Current Services 594,637 622,000 612,200 627,700 2.5% 632,700
Other Revenue
3801 Interest Earnings 49,569 27,080 50,000 30,000 55,000
3802 Equipment Rental & Sale 178,359 182,378 176,000 178,000 185,000
3803 Building Rental 5,858 6,692 5,500 6,500 6,500
3804 Land Sale ‐ 35,324 ‐ ‐ ‐
3807 Donations 26,400 24,275 24,969 25,267 25,000
3816 SAC Retainer 4,746 3,404 5,000 4,000 4,000
3818 Sur‐Tax Retainer 806 662 1,000 1,000 1,000
3820 Misc. Other Revenue 361 418 300 300 300
3903 Refunds/Reimbursements 63,557 60,805 70,000 63,700 64,000
3980 Cash Short/Over (1) 0 ‐ ‐ ‐
* Total Other Revenue 329,655 341,039 332,769 308,767 ‐7.2% 340,800
** Total General Fund Revenue 10,550,244 10,657,035 10,991,400 11,203,600 1.9%11,416,300
Total General Fund Expenditures 11,203,600
Net Levy Remaining (Use of Gen Fund Reserves)‐
2018 General Fund Budget
Revenue
9
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.
2018 Goals
Develop and implement 2018 Key Financial Strategies Plan.
10
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4020 Salaries & Wages‐Temp 28,550 28,800 42,000 42,000 0.0% 44,800
4030 Contributions‐Retirement 1,899 1,915 2,800 2,800 0.0% 3,000
4050 Workers Compensation 90 106 100 100 0.0% 100
* Total Personal Services 30,539 30,821 44,900 44,900 0.0% 47,900
4300 Fees, Services ‐ 2,096 1,000 1,000 0.0% 1,000
4340 Printing & Publishing 33,830 28,251 32,000 32,000 0.0% 32,000
4360 Subscriptions & Memberships 27,606 41,682 32,000 42,000 31.3% 42,000
4370 Travel & Training 7,998 6,500 6,000 6,000 0.0% 6,000
4375 Promotional Expenses 671 1,679 600 600 0.0% 600
* Total Contractual Services 70,105 80,208 71,600 81,600 14.0% 81,600
** Total Legislative 100,643 111,030 116,500 126,500 8.6% 129,500
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
4360 Subscriptions & Memberships Increase in legislative lobbying groups (Municipal Legislative Commission $6,500
and Southwest Corridor Transportation Coalition $7,000).
2019
2018 General Fund Budget
Legislative (1110)
11
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.
2018 Goals
Continued high levels of customer service.
Implement goals included in the 2018 Key Financial Strategies Plan.
Continue lobbying efforts to solicit funding for the Highway 101 realignment between Flying Cloud
Drive and Pioneer Trail.
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
Budget
City Manager .80 .75 .75 .75
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 4.50 4.50 4.50
12
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 357,301 374,858 351,300 362,000 3.0% 371,000
4011 Overtime‐Reg 5,562 2,503 ‐ ‐ 0.0%‐
4020 Salaries & Wages‐Temp 215 231 1,000 300 (70.0%) 300
4030 Contributions‐Retirement 50,344 48,549 53,200 54,700 2.8% 56,700
4040 Contributions‐Insurance 52,835 58,697 64,400 58,000 (9.9%) 64,000
4050 Workers Compensation 2,621 2,995 3,700 3,500 (5.4%) 3,700
* Total Personal Services 468,878 487,832 473,600 478,500 1.0% 495,700
4210 Books & Periodicals 17 ‐ ‐ ‐ 0.0%‐
* Total Materials & Supplies 17 ‐ ‐ ‐ 0.0%‐
4300 Fees, Services 12,664 21,755 13,000 15,000 15.4% 15,000
4310 Telephone 5,380 4,934 5,000 5,000 0.0% 5,000
4320 Utilities 1,198 89 1,500 200 (86.7%) 200
4330 Postage 19,425 21,641 21,000 21,000 0.0% 21,000
4340 Printing & Publishing 242 220 300 300 0.0% 300
4360 Subscriptions & Memberships 4,540 4,221 4,500 4,500 0.0% 4,500
4370 Travel & Training 8,724 6,834 8,600 8,600 0.0% 8,600
4380 Mileage 1,139 837 1,000 1,000 0.0% 1,000
4410 Rental‐Equipment 860 755 1,000 1,000 0.0% 1,000
4530 Repair & Maintenance‐Equip 387 ‐ ‐ ‐ 0.0%‐
4807 Property Tax Expense ‐ 4 ‐ ‐ 0.0%‐
* Total Contractual Services 54,557 61,291 55,900 56,600 1.3% 56,600
** Total Administration 523,452 549,123 529,500 535,100 1.1% 552,300
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 General Fund Budget
Adminstration (1120)
13
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.
2018 Goals
Implementation of P‐Card program to achieve significant rebate for the city and purchasing
efficiencies amongst departments.
Plan for implementation of franchise fee for electric and gas utilities.
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
Budget
Finance Director .75 .75 .75 .75
Assistant Finance Director .90 .88 .88 .88
Account Clerk 1.40 1.23 1.23 1.23
Total 3.05 2.86 2.86 2.86
14
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 208,887 218,028 227,000 224,600 (1.1%) 231,000
4011 Overtime‐Reg ‐ 156 ‐ ‐ 0.0%‐
4030 Contributions‐Retirement 30,452 32,253 34,400 34,100 (0.9%) 35,200
4040 Contributions‐Insurance 27,597 29,734 32,400 48,000 48.1% 54,000
4050 Workers Compensation 1,283 1,643 2,200 2,200 0.0% 2,200
* Total Personal Services 268,219 281,814 296,000 308,900 4.4% 322,400
4120 Supplies‐Equipment ‐ ‐ 100 100 0.0% 100
4210 Books & Periodicals ‐ ‐ 100 100 0.0% 100
* Total Materials & Supplies ‐ ‐ 200 200 0.0% 200
4300 Fees, Services 36,069 13,955 35,000 17,000 (51.4%) 18,000
4301 Fees, Financial/Audit 27,119 21,599 26,000 26,000 0.0% 28,000
4310 Telephone and Communications 658 972 1,000 1,000 0.0% 1,100
4340 Printing & Publishing 1,518 241 1,000 600 (40.0%) 600
4360 Subscriptions & Memberships 465 465 500 500 0.0% 500
4370 Travel & Training 3,945 4,037 4,800 4,500 (6.3%) 4,500
* Total Contractual Services 69,774 41,269 68,300 49,600 (27.4%) 52,700
** Total Finance 337,993 323,083 364,500 358,700 (1.6%) 375,300
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
4300 Fees, Services Due to the implementation of PCI credit card security measures, credit card use for various
city departments has reduced thus resulting in smaller credit card service fees.
2019
2018 General Fund Budget
Finance (1130)
15
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.
2018 Goals
Continue to make sound legal decisions that benefit the city’s management and taxpayers.
16
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4302 Fees, Legal 167,264 187,471 180,500 190,500 5.5% 200,000
* Total Contractual Services 167,264 187,471 180,500 190,500 5.5% 200,000
** Total Legal 167,264 187,471 180,500 190,500 5.5% 200,000
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
4302 Fees, Legal Increase for additional union contract negotiation services and a small fee increase for 2018.
2019
2018 General Fund Budget
Legal (1140)
17
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.
2018 Goals
Continue successful and efficient assessment process.
18
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4300 Fees, Services 138,862 146,371 140,000 150,000 7.1% 155,000
* Total Contractual Services 138,862 146,371 140,000 150,000 7.1% 155,000
** Total Property Assessment 138,862 146,371 140,000 150,000 7.1% 155,000
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
4300 Fees, Services Small adjustment for increased properties assessed. (Contracts w/ Carver & Henn County)
2019
2018 General Fund Budget
Property Assessment (1150)
19
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.
2018 Goals
Upgrade third VMWare host server and software.
Upgrade Email virtual server and migrate to Exchange 2016.
Integrate new water plant servers and switches into network.
Upgrade Admin and Building network switches.
Update Technology Policies.
Upgrade Council Chambers AV System.
Employee Count
2017
Actual
2018
Budget
2019
Budget
2020
Budget
MIS Coordinator .75 .75 .75 .75
PC Support Technician .75 .75 .75 1.5
Total 1.5 1.5 1.5 2.25
20
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 149,215 125,068 117,500 116,300 (1.0%) 170,500
4030 Contributions‐Retirement 21,647 18,102 17,800 17,700 (0.6%) 25,900
4040 Contributions‐Insurance 22,140 17,384 19,700 22,800 15.7% 40,800
4050 Workers Compensation 916 921 1,300 1,100 (15.4%) 1,100
* Total Personal Services 193,919 161,475 156,300 157,900 1.0% 238,300
4150 Supplies‐Equipment 737 1,264 1,000 1,300 30.0% 1,300
4210 Books & Periodicals 141 40 200 300 50.0% 300
4220 Software Licensing & Support 22,812 20,277 31,700 28,100 (11.4%) 40,000
4260 Small Tools & Equipment 122 262 300 300 0.0% 300
* Total Materials & Supplies 23,813 21,843 33,200 30,000 (9.6%) 41,900
4300 Fees, Services 22,031 32,485 23,000 21,300 (7.4%) 26,800
4310 Telephone and Communications 1,830 1,899 3,300 3,300 0.0% 3,300
4320 Utilities 9,448 11,545 11,300 11,300 0.0% 11,300
4350 Cleaning & Waste Removal 105 ‐ ‐ ‐ 0.0%‐
4370 Travel & Training 5,870 5,420 7,000 6,000 (14.3%) 7,000
4530 Repair & Maintenance‐Equip 4,646 3,428 5,000 5,000 0.0% 5,000
* Total Contractual Services 43,930 54,777 49,600 46,900 (5.4%) 53,400
** Total MIS 261,662 238,095 239,100 234,800 (1.8%) 333,600
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
4010 Salaries & Wages‐Reg Staff would like to consider adding one additioanl staff to meet increasing demand for IT.
4220 Software Licensing & Support Software / Support Account will see an increase in 2019.
4300 Fees, Services Software / Support Account will see an increase in 2019.
2018 General Fund Budget
Management Information Systems (MIS) (1160)
21
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.
2018 Goals
Continued management of public buildings and equipment to maximize life expectancy and
operation.
Assist MIS Coordinator with building and security improvements.
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
Budget
Building Maintenance 1 1 1 1
Total 1 1 1 1
22
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 56,703 57,088 57,900 59,000 1.9% 61,100
4011 Overtime‐Reg 159 1,702 1,000 1,000 0.0% 1,000
4030 Contributions‐Retirement 8,312 8,779 8,800 9,000 2.3% 9,300
4040 Contributions‐Insurance 8,320 8,977 9,800 18,300 86.7% 20,500
4050 Workers Compensation 2,564 3,249 4,100 3,900 (4.9%) 3,900
* Total Personal Services 76,057 79,795 81,600 91,200 11.8% 95,800
4110 Supplies‐Office 38,118 33,017 38,000 36,000 (5.3%) 38,000
4120 Supplies‐Equipment 80 629 900 900 0.0% 900
4140 Supplies‐Vehicles 438 699 300 300 0.0% 300
4150 Maintenance Materials 4,095 5,554 3,000 4,000 33.3% 4,000
4260 Small Tools & Equipment 92 7 400 400 0.0% 400
* Total Materials & Supplies 42,823 39,907 42,600 41,600 (2.3%) 43,600
4300 Fees, Services 6,743 11,495 5,500 6,500 18.2% 6,500
4310 Telephone 10,343 10,413 11,000 11,000 0.0% 11,000
4320 Utilities 40,782 41,055 41,000 42,000 2.4% 42,000
4350 Cleaning & Waste Removal 27,691 29,847 29,000 30,000 3.4% 30,000
4370 Travel & Training ‐ ‐ 200 200 0.0% 200
4410 Rental‐Equipment 14,678 12,236 14,500 14,500 0.0% 14,500
4440 License & Registration ‐ 16 100 100 0.0% 100
4483 Insurance‐General Liability 161,990 141,936 165,000 163,000 (1.2%) 163,000
4510 Repair & Maintenance‐Building 11,652 3,548 9,500 9,500 0.0% 9,500
4520 Repair & Maintenance‐Vehicles ‐ 132 200 200 0.0% 200
4530 Repair & Maintenance‐Equip 4,339 4,951 4,000 4,000 0.0% 4,000
* Total Contractual Services 278,219 255,630 280,000 281,000 0.4% 281,000
** Total City Hall 397,099 375,331 404,200 413,800 2.4% 420,400
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 General Fund Budget
City Hall (1170)
23
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 on election day.
REDISTRICTING – Following each US Census, the City is responsible for redistricting the City into
equal districts. A census is conducted every 10 years.
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 service to promote confidence in the elections
process and government in general.
2018 Goals
Conduct 2018 elections, which includes the City Council race (three seats) and Governor race, at
seven precincts in Chanhassen.
Collaborate with ISD 112 on 2018 school board elections.
24
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4020 Salaries & Wages‐Temp ‐ 29,581 24,000 24,000 0.0% 26,000
4030 Contributions‐Retirement ‐ ‐ 500 500 0.0% 500
4050 Workers Compensation ‐ ‐ 100 100 0.0% 100
* Total Personal Services ‐ 29,581 24,600 24,600 0.0% 26,600
4110 Supplies‐Office ‐ 691 1,500 1,500 0.0% 1,500
4120 Supplies‐Equipment ‐ 40 2,500 2,500 0.0% 2,500
* Total Materials & Supplies ‐ 732 4,000 4,000 0.0% 4,000
4300 Fees, Services ‐ 8,052 8,000 8,000 0.0% 8,000
4340 Printing & Publishing ‐ 208 2,500 2,500 0.0% 2,500
4370 Travel & Training ‐ 6,299 3,500 3,500 0.0% 3,500
* Total Contractual Services ‐ 14,560 14,000 14,000 0.0% 14,000
** Total Elections ‐ 44,873 42,600 42,600 0.0% 44,600
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 General Fund Budget
Elections (1180)
25
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.
2018 Goals
Continue to look for ways to optimize efficiency of energy use within the building.
Continue to maintain equipment to maximize its useful life.
26
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4150 Maintenance Materials 1,547 2,105 4,500 2,500 (44.4%) 2,500
4260 Small Tools & Equipment 37 ‐ ‐ ‐ 0.0%‐
* Total Materials & Supplies 1,583 2,105 4,500 2,500 (44.4%) 2,500
4300 Fees, Services 306 7,216 1,000 2,000 100.0% 2,000
4310 Telephone 1,526 1,526 1,600 1,600 0.0% 1,600
4320 Utilities 62,089 61,902 63,000 63,000 0.0% 63,000
4350 Cleaning & Waste Removal 32,473 28,723 34,000 34,000 0.0% 34,000
4510 Repair & Maintenance‐Building 8,749 7,050 4,000 5,000 25.0% 5,000
4530 Repair & Maintenance‐Equip 3,220 3,432 3,500 3,500 0.0% 3,500
* Total Contractual Services 108,364 109,850 107,100 109,100 1.9% 109,100
** Total Library Building 109,947 111,954 111,600 111,600 0.0% 111,600
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 General Fund Budget
Library Building (1190)
27
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.
2018 Goals
Provide public safety services in an efficient and cost‐effective manner consistent with the values
of the citizens of Chanhassen.
Utilization of the Crime Mapping Dashboard to maximize efficiency of services by delivering timely
and relevant preventative patrol strategies to impacted areas.
Identify and address traffic concerns within the city, with an emphasis on prevention and
education.
Collaborate with Carver County Public Health for child safety seat inspections as requested.
Identify crime trends and issues affecting the quality of life in our community and develop a
strategy to address/resolve them.
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
Budget
Crime Prevention Specialist 0 1 1 1
Administrative Support Specialist .15 .15 .15 .15
Lieutenant 1 1 1 1
Sergeant 3 3 3 3
Investigator 1 1 1 1
School Resource Officer 1 1 1 1
Corporals 0 0 0 0
Deputies 9 9 9 10
Total 15.15 16.15 16.15 17.15
Employee Overhead 2017
Actual
2018
Budget
2019
Budget
2020
Budget
Records .48 .48 .48 .48
Sergeant .39 .39 .39 .39
Total .87 .87 .87 .87
Vehicles 2017
Actual
2018
Budget
2019
Budget
2020
Budget
Total 7 7 7 7
28
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 54,992 23,910 7,100 47,400 567.6% 49,000
4030 Contributions‐Retirement 8,087 2,710 1,100 7,200 554.5% 7,500
4040 Contributions‐Insurance 8,314 3,806 2,100 18,900 800.0% 20,900
4050 Workers Compensation 350 171 100 400 300.0% 500
* Total Personal Services 71,743 30,597 10,400 73,900 610.6% 77,900
4130 Program Supplies 2,561 475 3,000 2,500 (16.7%) 2,700
* Total Materials & Supplies 2,561 475 3,000 2,500 (16.7%) 2,700
4300 Fees, Services 1,642,418 1,683,764 1,793,000 1,882,700 5.0% 1,976,000
4360 Subscriptions & Memberships 45 ‐ ‐ ‐ 0.0%‐
4370 Travel & Training 161 173 500 300 (40.0%) 300
4375 Promotional Expense 1,506 1,838 3,000 2,000 (33.3%) 2,000
* Total Contractual Services 1,644,130 1,685,775 1,796,500 1,885,000 4.9% 1,978,300
** Total Police Administration 1,718,434 1,716,848 1,809,900 1,961,400 8.4% 2,058,900
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
4010 Salaries & Wages‐Reg The Crime Prevention Specialist position is being reinstated and moved back from
code enforcement department. Net overall General Fund impact is about $30,000.
4300 Fees, Services 5% increase in Sheriff’s contract for labor contracts, PERA rates, and workers
comp insurance.
2019
2018 General Fund Budget
Police Administration (1210)
29
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. The Fire Chief, Fire Marshal and Administrative
Support Specialist provide leadership, fire prevention and administrative support. 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.
2018 Goals
Evaluate and assess the current fire prevention programming to ensure it meets the needs of the
public.
Finish Ladder 11 build process with an anticipated delivery date of October 1, 2018. Appropriate
training will need to be developed and delivered prior to placing the vehicle in service.
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
Budget
Fire Chief 1 1 1 1
Fire Marshal 1 1 1 1
Total 2 2 2 2
30
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 204,867 191,863 198,200 195,400 (1.4%) 202,300
4011 Overtime‐Reg 410 ‐ 2,000 1,000 (50.0%) 1,000
4020 Salaries & Wages‐Temp 142,955 124,317 174,300 167,500 (3.9%) 170,000
4022 Training Wages 47,793 41,344 ‐ ‐ 0.0%‐
4030 Contributions‐Retirement 222,159 187,866 224,000 220,000 (1.8%) 224,000
4040 Contributions‐Insurance 22,669 24,098 26,400 22,200 (15.9%) 25,000
4050 Workers Compensation 41,092 51,330 57,000 58,000 1.8% 60,000
4060 Unemployment ‐ 162 ‐ ‐ 0.0%‐
4070 Contracted Wages ‐ 31,696 34,000 35,000 2.9% 36,000
* Total Personal Services 681,943 652,675 715,900 699,100 (2.3%) 718,300
4120 Supplies‐Equipment 7,968 5,859 7,000 7,000 0.0% 7,000
4130 Supplies‐Program 3,859 477 4,000 2,000 (50.0%) 2,000
4140 Supplies‐Vehicles 7,091 9,485 9,000 9,000 0.0% 9,000
4150 Maintenance Materials 82 403 500 500 0.0% 500
4210 Books & Periodicals 306 ‐ 600 600 0.0% 600
4240 Uniforms & Clothing 10,933 11,992 11,000 11,000 0.0% 11,000
4260 Small Tools & Equipment 5,119 1,770 6,000 8,000 33.3% 10,000
4290 Misc. Materials & Supplies 6,762 4,541 7,000 7,000 0.0% 7,000
* Total Materials & Supplies 42,120 34,526 45,100 45,100 0.0% 47,100
4300 Fees, Services 31,000 24,444 30,000 32,000 6.7% 33,000
4310 Telephone 8,124 8,426 7,200 7,200 0.0% 7,200
4320 Utilities 19,420 16,542 24,000 22,000 (8.3%) 22,000
4330 Postage 146 ‐ ‐ ‐ 0.0%‐
4350 Cleaning & Waste Removal 4,535 4,914 4,500 5,000 11.1% 5,000
4360 Subscriptions & Memberships 1,777 1,648 2,500 2,500 0.0% 2,500
4370 Travel & Training 20,883 21,084 43,500 41,500 (4.6%) 41,500
4375 Promotional Expense 6,213 6,506 10,000 10,000 0.0% 10,000
4483 Insurance‐General Liability 2,760 685 1,100 1,200 9.1% 1,200
4510 Repair & Maintenance‐Building 4,800 7,874 5,500 5,500 0.0% 5,500
4520 Repair & Maintenance‐Vehicles 4,429 1,100 7,000 7,000 0.0% 7,000
4530 Repair & Maintenance‐Equip 11,576 19,968 17,800 19,500 9.6% 20,500
4531 Repair & Maintenance‐Radios 866 297 4,000 2,000 (50.0%) 2,000
Contribution for Performance 37,571 34,521 20,000 20,000 0.0% 20,000
* Total Contractual Services 154,099 148,009 177,100 175,400 (1.0%) 177,400
** Total Fire Prevention and Admin 878,162 835,210 938,100 919,600 (2.0%) 942,800
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 General Fund Budget
Fire Prevention and Administration (1220)
31
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.
2018 Goals
Continue cross training inspectors as well as develop new inspectors.
Manage inspections and plan review in a timely manner.
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
Budget
Building Official 1 1 1 1
Building Inspector 2 2 2 2
Mechanical Inspector 2 2 2 2
Administrative Support Specialist 2.85 2 2 2
Total 7.85 7 7 7
32
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 471,129 508,082 539,300 504,000 (6.5%) 520,000
4011 Overtime‐Reg 4,698 289 ‐ ‐ 0.0%‐
4020 Salaries & Wages‐Temp 19,740 16,307 ‐ 20,000 100.0% 21,000
4030 Contributions‐Retirement 70,267 74,422 81,700 78,000 (4.5%) 80,400
4040 Contributions‐Insurance 70,831 84,469 109,400 92,000 (15.9%) 102,000
4050 Workers Compensation 3,025 4,059 5,300 4,500 (15.1%) 4,700
* Total Personal Services 639,690 687,628 735,700 698,500 (5.1%) 728,100
4120 Supplies‐Equipment 4 186 100 100 0.0% 100
4130 Supplies‐Program 860 409 900 900 0.0% 900
4140 Supplies‐Vehicles 561 2,722 2,700 2,700 0.0% 2,700
4210 Books & Periodicals 3,433 1,129 1,500 1,500 0.0% 1,500
4240 Uniforms & Clothing ‐ 1,197 1,000 1,000 0.0% 1,000
4260 Small Tools & Equipment 28 99 400 400 0.0% 400
* Total Materials & Supplies 4,888 5,742 6,600 6,600 0.0% 6,600
4310 Telephone 4,347 2,827 4,500 4,500 0.0% 4,500
4340 Printing & Publishing 1,861 ‐ 1,500 1,500 0.0% 1,500
4360 Subscriptions & Memberships 484 724 500 800 60.0% 800
4370 Travel & Training 4,747 4,541 4,500 4,500 0.0% 4,500
4440 License & Registration 163 530 500 500 0.0% 500
4520 Repair & Maintenance‐Vehicles ‐ 207 300 300 0.0% 300
4530 Repair & Maintenance‐Equip ‐ 92 1,200 900 (25.0%) 900
* Total Contractual Services 11,602 8,922 13,000 13,000 0.0% 13,000
** Total Code Enforcement 656,180 702,293 755,300 718,100 (4.9%) 747,700
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
4010 Salaries & Wages‐Reg The Crime Prevention Specialist position is now being reinstated and all related wages
and benefits have been moved back to the Police Administration budget. The impact was
about a $20,000 reduction in wages and benefits in the Code Enforcement department.
2019
2018 General Fund Budget
Code Enforcement (1250)
33
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.
2018 Goals
Continued high levels of customer service.
Evaluate and update Community Service Officer manual and training program.
Continue the evaluation of a more streamlined tracking system to account for overlap with
Building and Planning departments.
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
Budget
Community Service Officer 1.50 1.50 1.50 1.50
Total 1.50 1.50 1.50 1.50
34
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4020 Salaries & Wages‐Temp 41,556 43,007 48,000 49,500 3.1% 51,000
4021 Overtime‐Temp 186 203 200 200 0.0% 200
4030 Contributions‐Retirement 6,210 6,623 6,600 7,000 6.1% 7,200
4040 Contributions‐Insurance 547 541 600 700 16.7% 700
4050 Workers Compensation 864 1,121 1,200 1,300 8.3% 1,300
* Total Personal Services 49,363 51,495 56,600 58,700 3.7% 60,400
4120 Supplies‐Equipment 117 193 300 300 0.0% 300
4130 Supplies‐Program ‐ ‐ 800 ‐ (100.0%)‐
4140 Supplies‐Vehicles 172 1,604 500 700 40.0% 700
4240 Uniforms & Clothing 564 ‐ 700 700 0.0% 700
* Total Materials & Supplies 853 1,797 2,300 1,700 (26.1%) 1,700
4300 Fees, Services 2,350 2,677 5,000 2,800 (44.0%) 2,800
4310 Telephone 1,625 1,615 1,700 1,700 0.0% 1,700
4340 Printing & Publishing 897 697 600 600 0.0% 600
4360 Subscriptions & Memberships 35 ‐ 200 200 0.0% 200
4370 Travel & Training ‐ ‐ 200 200 0.0% 200
4520 Repair & Maintenance‐Vehicles 254 73 200 200 0.0% 200
4530 Repair & Maintenance‐Equip ‐ ‐ 100 100 0.0% 100
4531 Repair & Maintenance‐Radios ‐ ‐ 200 200 0.0% 200
* Total Contractual Services 5,161 5,062 8,200 6,000 (26.8%) 6,000
** Total Community Service 55,377 58,355 67,100 66,400 (1.0%) 68,100
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 General Fund Budget
Community Service (1260)
35
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.
2018 Goals
Successfully complete capital improvement projects and work on franchise fee initiative.
Expand the capabilities of the pavement management software.
Implement small cell permitting protocol.
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
Budget
Public Works Director/City Engineer .75 .75 .75 .75
Assistant City Engineer 1 .88 .88 .88
Project Engineer 1 1 1 1
Engineering Tech 2 2 2 2
GIS Specialist 1 .40 .40 .40
Senior Admin Support Specialist .80 .70 .70 .70
Total 6.55 5.73 5.73 5.73
36
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 463,127 479,255 490,000 462,300 (5.7%) 474,000
4011 Overtime‐Reg 6,728 5,229 5,000 5,500 10.0% 5,500
4020 Salaries & Wages‐Temp 13,389 5,790 15,000 13,000 (13.3%) 13,000
4021 Overtime‐Temp 207 126 ‐ ‐ 0.0%‐
4030 Contributions‐Retirement 69,797 72,025 74,200 70,000 (5.7%) 72,500
4040 Contributions‐Insurance 57,676 62,895 68,700 96,900 41.0% 105,000
4050 Workers Compensation 3,088 3,942 4,800 4,800 0.0% 4,800
* Total Personal Services 614,012 629,261 657,700 652,500 (0.8%) 674,800
4120 Supplies‐Equipment 1,311 262 1,000 1,000 0.0% 1,000
4140 Supplies‐Vehicles 97 212 300 300 0.0% 300
4210 Books & Periodicals ‐ 369 ‐ ‐ 0.0%‐
4290 Misc. Materials & Supplies 556 ‐ ‐ ‐ 0.0%‐
* Total Materials & Supplies 1,964 843 1,300 1,300 0.0% 1,300
4300 Fees, Services 15,059 14,593 20,000 16,000 (20.0%) 18,000
4310 Telephone 3,114 3,614 3,400 3,400 0.0% 3,400
4340 Printing & Publishing 373 140 500 500 0.0% 500
4360 Subscriptions & Memberships 1,206 1,503 1,200 1,500 25.0% 1,500
4370 Travel & Training 3,055 4,444 3,000 4,500 50.0% 4,500
4380 Mileage72 95 100 100 0.0% 100
4530 Repair & Maintenance‐Equip 1,999 ‐ 1,500 1,500 0.0% 1,500
* Total Contractual Services 24,877 24,389 29,700 27,500 (7.4%) 29,500
** Total Engineering 640,853 654,493 688,700 681,300 (1.1%) 705,600
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 General Fund Budget
Engineering (1310)
37
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 along with other agencies.
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 as needed.
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.
2018 Goals
Continue to work on cleaning out sediment in as many storm ponds as possible annually that
warrant work.
Work on updating the street light GIS map and the striping map.
Work on integrating Precise software into snow and ice operation.
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
Budget
Street Superintendent 1 1 1 1
Heavy Equipment Operator/Leadman 1 1 1 1
Equipment Operator/Laborer 6 6 6 6
Public Works Secretary .25 .25 .25 .25
Total 8.25 8.25 8.25 8.25
38
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 442,016 465,380 509,800 531,400 4.2% 545,000
4011 Overtime‐Reg 24,872 31,835 22,000 26,000 18.2% 28,000
4020 Salaries & Wages‐Temp 31,409 18,525 32,000 28,000 (12.5%) 28,000
4021 Overtime‐Temp 335 327 ‐ ‐ 0.0%‐
4030 Contributions‐Retirement 70,085 74,870 77,200 80,500 4.3% 83,900
4040 Contributions‐Insurance 82,539 88,894 107,300 123,500 15.1% 136,100
4050 Workers Compensation 36,544 45,866 57,900 64,000 10.5% 67,700
4060 Unemployment 1,458 4,911 ‐ ‐ 0.0%‐
* Total Personal Services 689,257 730,608 806,200 853,400 5.9% 888,700
4120 Supplies‐Equipment 46,018 32,557 45,000 45,000 0.0% 45,000
4140 Supplies‐Vehicles 8,137 8,264 15,000 10,000 (33.3%) 10,000
4150 Maintenance Materials 47,712 46,265 52,000 50,000 (3.8%) 50,000
4210 Books & Periodicals ‐ ‐ 100 100 0.0% 100
4240 Uniforms & Clothing 3,516 5,438 3,800 5,000 31.6% 5,000
4260 Small Tools & Equipment 2,023 2,733 1,000 2,500 150.0% 2,500
* Total Materials & Supplies 107,406 95,257 116,900 112,600 (3.7%) 112,600
4300 Fees, Services 1,838 3,256 2,000 2,500 25.0% 2,500
4310 Telephone 4,079 4,120 4,200 5,200 23.8% 5,200
4320 Utilities 12 ‐ ‐ ‐ 0.0%‐
4340 Printing & Publishing ‐ ‐ 300 300 0.0% 300
4350 Cleaning & Waste Removal 790 969 700 1,000 42.9% 1,000
4360 Subscriptions & Memberships 20 ‐ 500 200 (60.0%) 200
4370 Travel & Training 1,098 1,377 1,600 1,600 0.0% 1,600
4410 Rental‐Equipment 1,580 844 1,000 1,000 0.0% 1,000
4440 License & Registration ‐ 513 500 500 0.0% 500
4510 Repair & Maintenance‐Building ‐ ‐ 100 100 0.0% 100
4520 Repair & Maintenance‐Vehicles 546 756 2,000 1,000 (50.0%) 1,000
4530 Repair & Maintenance‐Equip 1,150 500 3,000 1,500 (50.0%) 1,500
4540 Repair & Maintenance‐Streets 1,118 6,757 5,000 5,000 0.0% 5,000
4560 Repair & Maintenance‐Signs 10,360 8,621 12,000 11,000 (8.3%) 12,000
* Total Contractual Services 22,589 27,712 32,900 30,900 (6.1%) 31,900
** Total Street Maintenance 819,252 853,577 956,000 996,900 4.3% 1,033,200
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 General Fund Budget
Street Maintenance (1320)
39
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.
2018 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.
40
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4120 Supplies‐Equipment 454 2,785 2,000 2,000 0.0% 2,000
* Total Materials & Supplies 454 2,785 2,000 2,000 0.0% 2,000
4300 Fees, Services 1,100 ‐ 1,000 1,000 0.0% 1,000
4310 Telephone 360 360 500 500 0.0% 500
4320 Utilities 322,275 326,178 328,000 329,000 0.3% 332,000
4560 Repair & Maintenance‐Signs 31 ‐ ‐ ‐ 0.0%‐
4565 Repair & Maintenance‐Light/Signal 29,757 30,239 18,000 24,000 33.3% 28,000
* Total Contractual Services 353,523 356,778 347,500 354,500 2.0% 361,500
** Total Street Lighting and Signals 353,977 359,562 349,500 356,500 2.0% 363,500
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
4565 Repair & Maintenance‐Light/Signal Increase to reflect actual costs of repair & maintenance of lights/signals.
2019
2018 General Fund Budget
Street Lighting and Signals (1350)
41
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.
2018 Goals
Continue to look at making fleet more efficient.
Evaluate if state fuel contract is still more cost effective than local open market procurement.
Successfully implement new fleet software.
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
Budget
Equipment Superintendent .90 .90 .90 .90
Mechanic 1.80 1.80 1.80 1.80
Public Works Secretary .25 .25 .25 .25
Total 2.95 2.95 2.95 2.95
42
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 182,199 198,243 204,300 210,800 3.2% 218,200
4011 Overtime‐Reg 6,851 5,514 3,500 5,000 42.9% 5,000
4020 Salaries & Wages‐Temp 7,380 1,129 7,400 5,000 (32.4%) 6,000
4030 Contributions‐Retirement 26,946 29,259 31,000 32,000 3.2% 33,600
4040 Contributions‐Insurance 36,433 36,597 40,800 47,200 15.7% 52,000
4050 Workers Compensation 7,311 8,927 11,400 11,400 0.0% 11,400
* Total Personal Services 267,121 279,669 298,400 311,400 4.4% 326,200
4120 Supplies‐Equipment 1,846 1,638 2,000 2,000 0.0% 2,000
4140 Supplies‐Vehicles ‐ 82 600 600 0.0% 600
4150 Maintenance Materials 240 1,147 600 600 0.0% 600
4170 Motor Fuels & Lubricants 176,569 110,112 195,000 170,000 (12.8%) 170,000
4240 Uniforms & Clothing 869 1,003 1,000 1,200 20.0% 1,200
4260 Small Tools & Equipment 3,072 2,848 3,000 3,000 0.0% 3,000
* Total Materials & Supplies 182,595 116,829 202,200 177,400 (12.3%) 177,400
4300 Fees, Services 1,476 5,664 2,000 2,500 25.0% 2,500
4310 Telephone 2,680 2,456 3,500 3,000 (14.3%) 3,200
4320 Utilities 31,954 31,170 37,000 32,000 (13.5%) 33,000
4330 Postage68 ‐ ‐ ‐ 0.0%‐
4350 Cleaning & Waste Removal 5,412 4,825 6,000 5,500 (8.3%) 5,500
4360 Subscriptions & Memberships 35 37 200 200 0.0% 200
4370 Travel & Training 49 118 800 800 0.0% 800
4440 License & Registration ‐ 93 300 300 0.0% 300
4510 Repair & Maintenance‐Building 8,129 9,007 10,000 10,000 0.0% 10,000
4530 Repair & Maintenance‐Equip 6,680 2,447 3,000 3,500 16.7% 3,500
4933 Sales Tax 1,974 141 ‐ ‐ 0.0%‐
* Total Contractual Services 58,456 55,958 62,800 57,800 (8.0%) 59,000
4703 Office Equipment ‐ ‐ 500 500 0.0% 500
4705 Other Equipment 4,356 4,743 5,000 5,000 0.0% 5,000
* Total Capital Outlay 4,356 4,743 5,500 5,500 0.0% 5,500
** Total Fleet Department 512,528 457,199 568,900 552,100 (3.0%) 568,100
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
4170 Motor Fuels & Lubricants Current fuel prices have decreased and remained relatively consistent over the past year
allowing for a decrease in the fuel and lubricant budget of $25,000.
2019
2018 General Fund Budget
Fleet Department (1370)
43
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.
2018 Goals
Finalize the update for the 2040 Comprehensive Plan, including the public hearing process.
Review development applications in a timely manner.
44
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4210 Books & Periodicals ‐ ‐ 200 200 0.0% 200
* Total Materials & Supplies ‐ ‐ 200 200 0.0% 200
4340 Printing & Publishing 3,212 1,149 300 1,000 233.3% 1,000
4360 Subscriptions & Memberships ‐ ‐ 200 200 0.0% 200
4370 Travel & Training 206 11 600 300 (50.0%) 300
* Total Contractual Services 3,418 1,160 1,100 1,500 36.4% 1,500
** Total Planning Commission 3,418 1,160 1,300 1,700 30.8% 1,700
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
4340 Printing & Publishing Increase to reflect actual costs due to more development publication requirements.
2019
2018 General Fund Budget
Planning Commission (1410)
45
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.
2018 Goals
Finalize the 2040 update of the Comprehensive Plan.
Process code amendments relating to the adoption of the Comprehensive Plan.
Review development applications in a timely manner.
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
Budget
Community Development Director .75 .80 .80 .80
Senior Planner 1.75 1.75 1.75 1.75
Assistant Planner 1 1 1 1
Senior Admin Support Specialist .80 .80 .80 .80
Total 4.30 4.35 4.35 4.35
46
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 320,300 320,925 335,300 353,000 5.3% 362,000
4011 Overtime‐Reg 163 1,348 ‐ ‐ 0.0%‐
4020 Salaries & Wages‐Temp 4,056 ‐ ‐ ‐ 0.0% 6,300
4030 Contributions‐Retirement 45,695 45,870 50,800 53,500 5.3% 56,000
4040 Contributions‐Insurance 49,898 56,502 62,300 73,000 17.2% 80,000
4050 Workers Compensation 1,973 2,390 3,200 3,200 0.0% 3,300
* Total Personal Services 422,086 427,035 451,600 482,700 6.9% 507,600
4120 Supplies‐Equipment 82 97 300 300 0.0% 300
4140 Supplies‐Vehicles ‐ 22 100 100 0.0% 100
* Total Materials & Supplies 82 118 400 400 0.0% 400
4300 Fees, Services 17,889 2,270 5,000 5,000 0.0% 5,000
4360 Subscriptions & Memberships 785 408 1,000 800 (20.0%) 800
4370 Travel & Training 5,031 5,083 5,500 5,500 0.0% 6,000
* Total Contractual Services 23,704 7,762 11,500 11,300 (1.7%) 11,800
** Total Planning Administration 445,872 434,915 463,500 494,400 6.7% 519,800
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 General Fund Budget
Planning Administration (1420)
47
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.
2018 Goals
Continue to work on implementation of action plan to raise awareness of Alzheimer’s in
Chanhassen.
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
Budget
Senior Planner .25 .25 .25 .25
Total .25 .25 .25 .25
48
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 20,268 20,907 21,200 22,100 4.2% 22,900
4030 Contributions‐Retirement 2,939 3,074 3,300 3,400 3.0% 3,500
4040 Contributions‐Insurance 2,100 2,267 2,400 2,900 20.8% 3,100
4050 Workers Compensation 123 155 200 200 0.0% 200
* Total Personal Services 25,430 26,403 27,100 28,600 5.5% 29,700
4300 Fees, Services 10,506 9,010 9,000 9,000 0.0% 9,000
4370 Travel & Training ‐ ‐ 200 200 0.0% 200
4375 Promotional Expense ‐ 320 500 500 0.0% 500
* Total Contractual Services 10,506 9,329 9,700 9,700 0.0% 9,700
** Total Senior Commission 35,936 35,733 36,800 38,300 4.1% 39,400
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 General Fund Budget
Senior Commission (1430)
49
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 adult
members and one or two youth members appointed by the city council for staggered three‐year terms
and one‐year terms respectively.
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.
2018 Goals
Successfully complete the 2018 Park and Trail Acquisition and Development Capital Improvement
Plan.
50
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4130 Supplies‐Program 12 ‐ 100 100 0.0% 100
4210 Books & Periodicals ‐ ‐ 100 100 0.0% 100
* Total Materials & Supplies 12 ‐ 200 200 0.0% 200
4340 Printing & Publishing 2,434 ‐ 100 100 0.0% 100
4360 Subscriptions & Memberships ‐ ‐ 500 500 0.0% 500
4370 Travel & Training 740 325 400 400 0.0% 400
* Total Contractual Services 3,174 325 1,000 1,000 0.0% 1,000
** Total Park and Rec Commission 3,186 325 1,200 1,200 0.0% 1,200
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 General Fund Budget
Park and Recreation Commission (1510)
51
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.
2018 Goals
Manage successful completion of 2018 Park and Trail CIP.
Ensure the Foxwood Addition Hwy 101 Trail work is completed.
Complete construction of improvements at Manchester Neighborhood Park.
Employee Count
2017
Actual
2018
Budget
2019
Budget
2020
Budget
Park and Recreation Director 1 1 1 1
Administrative Support Specialist 1 1 1 1
Total 2 2 2 2
52
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 115,788 161,579 168,500 174,500 3.6% 176,000
4030 Contributions‐Retirement 16,438 23,446 25,500 26,400 3.5% 27,400
4040 Contributions‐Insurance 13,889 23,414 26,300 37,000 40.7% 42,000
4050 Workers Compensation 703 1,195 1,600 1,600 0.0% 1,600
* Total Personal Services 146,818 209,635 221,900 239,500 7.9% 247,000
4120 Supplies‐Equipment ‐ ‐ 100 100 0.0% 100
4130 Supplies‐Program 153 ‐ 100 100 0.0% 100
* Total Materials & Supplies 153 ‐ 200 200 0.0% 200
4300 Fees, Services ‐ ‐ 200 200 0.0% 200
4310 Telephone 867 721 1,100 900 (18.2%) 900
4360 Subscriptions & Memberships 2,896 2,903 2,300 2,900 26.1% 3,000
4370 Travel & Training 1,387 1,225 2,200 1,800 (18.2%) 2,000
4380 Mileage‐ ‐ 100 100 0.0% 100
* Total Contractual Services 5,150 4,849 5,900 5,900 0.0% 6,200
** Total Park and Rec Admin. 152,122 214,483 228,000 245,600 7.7% 253,400
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 General Fund Budget
Park and Recreation Administration (1520)
53
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.
2018 Goals
Increase visibility for Rec Center Personal Training offerings.
Expand preschool events with Victoria Rec Center.
Increase total Dance for Fun participation by 15 children.
Work with our contractors to offer free trial classes to increase awareness of our programs.
Offer a Facility Supervisor training to improve Rec Net abilities.
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
Budget
Recreation Center Manager 1 1 1 1
Total 1 1 1 1
54
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 60,006 61,765 64,500 66,400 2.9% 68,800
4020 Salaries & Wages‐Temp 106,546 101,768 115,000 115,000 0.0% 115,000
4030 Contributions‐Retirement 24,650 24,105 27,500 28,500 3.6% 30,000
4040 Contributions‐Insurance 8,334 8,995 9,800 11,300 15.3% 12,500
4050 Workers Compensation 5,757 6,869 8,200 8,200 0.0% 8,200
* Total Personal Services 205,293 203,502 225,000 229,400 2.0% 234,500
4120 Supplies‐Equipment 1,778 726 2,000 2,000 0.0% 2,000
4130 Supplies‐Program 17,853 14,846 28,000 20,000 (28.6%) 20,000
4150 Maintenance Materials 242 237 500 500 0.0% 500
4240 Uniforms & Clothing 574 438 500 500 0.0% 500
* Total Materials & Supplies 20,447 16,248 31,000 23,000 (25.8%) 23,000
4300 Fees, Services 36,027 59,162 40,000 50,000 25.0% 48,000
4310 Telephone 845 617 1,200 1,000 (16.7%) 1,000
4320 Utilities 37,542 33,875 39,000 37,000 (5.1%) 37,000
4360 Subscriptions & Memberships 290 348 300 300 0.0% 300
4370 Travel & Training 83 275 400 400 0.0% 400
4375 Promotional Expense 515 654 800 800 0.0% 800
4510 Repair & Maintenance‐Building 2,589 3,659 2,000 2,500 25.0% 2,700
4530 Repair & Maintenance‐Equip 1,783 1,532 1,800 1,800 0.0% 1,800
4590 Misc. Contractual Services 360 ‐ ‐ ‐ 0.0%‐
* Total Contractual Services 80,033 100,123 85,500 93,800 9.7% 92,000
** Total Recreation Center 305,773 319,873 341,500 346,200 1.4% 349,500
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
4130 Supplies‐Program Reduction in recital dance class costumes.
4300 Fees, Services Increase in dance competition entrance fees and costs.
2019
2018 General Fund Budget
Recreation Center (1530)
55
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
(Minnetonka Aquatics) which provides lifeguards daily at Lake Ann during the summer months.
2018 Goals
Provide leadership in coordinating all components of the Lake Ann concession and watercraft
rental operation.
Investigate new service options/contracts to bolster our customer experience as well as revenue.
56
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4020 Salaries & Wages‐Temp 9,817 9,110 10,400 10,700 2.9% 11,000
4030 Contributions‐Retirement 751 697 900 900 0.0% 1,000
4050 Workers Compensation 341 289 600 600 0.0% 600
* Total Personal Services 10,909 10,096 11,900 12,200 2.5% 12,600
4130 Supplies‐Program 9,312 8,433 10,000 9,000 (10.0%) 9,000
4240 Uniforms & Clothing 200 200 200 200 0.0% 200
* Total Materials & Supplies 9,512 8,633 10,200 9,200 (9.8%) 9,200
4300 Fees, Services 32,165 32,349 34,500 34,500 0.0% 34,500
4310 Telephone 1,145 1,145 1,200 1,200 0.0% 1,200
4320 Utilities 10,911 12,947 12,000 13,000 8.3% 13,000
4340 Printing & Publishing 267 428 400 400 0.0% 400
* Total Contractual Services 44,488 46,868 48,100 49,100 2.1% 49,100
** Total Lake Ann Park Operations 64,909 65,597 70,200 70,500 0.4% 70,900
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 General Fund Budget
Lake Ann Park Operations (1540)
57
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 – Maintain city trail system to the highest standard possible by providing year
round access. Selective tree pruning and removal will be done when necessary to ensure these
trail systems are as safe as possible for all Chanhassen residents.
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.
2018 Goals
Complete new construction of Manchester Park.
Installation of two new park shelters at Prairie Knoll Park and Sunset Ridge Park.
Continue to identify trees that are in need of replacement to mitigate the effects of the emerald ash
borer.
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
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
58
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 489,495 479,890 489,300 490,400 0.2% 503,000
4011 Overtime‐Reg 23,337 32,631 23,000 25,000 8.7% 27,000
4020 Salaries & Wages‐Temp 118,865 114,904 121,000 121,000 0.0% 123,000
4021 Overtime‐Temp 4,868 5,211 4,800 5,000 4.2% 5,000
4030 Contributions‐Retirement 79,450 85,025 86,000 88,000 2.3% 92,000
4040 Contributions‐Insurance 79,213 76,977 84,600 87,000 2.8% 97,000
4050 Workers Compensation 20,737 26,127 32,000 32,000 0.0% 33,000
4060 Unemployment 16,544 864 ‐ ‐ 0.0%‐
* Total Personal Services 832,509 821,630 840,700 848,400 0.9% 880,000
4120 Supplies‐Equipment 43,980 38,744 40,000 40,000 0.0% 42,000
4130 Supplies‐Program 31 ‐ ‐ ‐ 0.0%‐
4140 Supplies‐Vehicles 2,525 2,852 4,000 3,000 (25.0%) 3,000
4150 Maintenance Materials 29,407 26,479 30,000 30,000 0.0% 34,000
4151 Irrigation Materials 5,689 3,200 5,000 5,000 0.0% 5,000
4240 Uniforms & Clothing 2,168 1,295 2,500 2,200 (12.0%) 2,500
4260 Small Tools & Equipment 186 2,822 1,500 600 (60.0%) 600
* Total Materials & Supplies 83,987 75,393 83,000 80,800 (2.7%) 87,100
4300 Fees, Services 15,493 28,322 34,000 43,000 26.5% 43,000
4310 Telephone 5,100 4,512 5,600 5,100 (8.9%) 5,100
4320 Utilities 9,256 4,584 8,000 5,000 (37.5%) 5,000
4340 Printing & Publishing 572 ‐ 200 200 0.0% 200
4350 Cleaning & Waste Removal 3,480 3,474 4,000 4,000 0.0% 4,000
4360 Subscriptions & Memberships ‐ 10 400 400 0.0% 400
4370 Travel & Training 821 501 600 600 0.0% 600
4400 Rental‐Land & Buildings 29,024 29,347 33,400 34,000 1.8% 35,000
4410 Rental‐Equipment 752 250 700 700 0.0% 700
4440 License & Registration 19 429 300 300 0.0% 300
4510 Repair & Maintenance‐Building 1,784 759 2,000 1,700 (15.0%) 2,000
4520 Repair & Maintenance‐Vehicles 80 ‐ 500 100 (80.0%) 100
4530 Repair & Maintenance‐Equip 1,055 640 1,000 1,000 0.0% 1,000
4560 Repair & Maintenance‐Signs 3,217 2,093 3,000 5,000 66.7% 2,000
* Total Contractual Services 70,653 74,921 93,700 101,100 7.9% 99,400
4705 Other Equipment 61 977 ‐ ‐ 0.0%‐
* Total Capital Outlay 61 977 ‐ ‐ 0.0%‐
** Total Park Maintenance 987,210 972,921 1,017,400 1,030,300 1.3% 1,066,500
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
4300 Fees, Services Increase of $6,000 to perform noxious weed control on city property and in ROW.
2019
2018 General Fund Budget
Park Maintenance (1550)
59
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.
2018 Goals
Develop new community partnerships for increased visibility, programming and financial
sponsorship.
Explore in house Dementia programs; Memory Café and Alzheimer’s Support Group.
Offer occasional evening and weekend programs.
Develop an electronic newsletter.
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
Budget
Senior Center Coordinator 1 1 1 1
Total 1 1 1 1
60
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 43,335 44,535 63,400 66,000 4.1% 67,900
4030 Contributions‐Retirement 6,418 6,720 9,600 10,000 4.2% 10,300
4040 Contributions‐Insurance 295 295 16,300 3,500 (78.5%) 3,500
4050 Workers Compensation 269 339 600 600 0.0% 600
* Total Personal Services 50,318 51,889 89,900 80,100 (10.9%) 82,300
4120 Supplies‐Equipment 222 56 300 300 0.0% 300
4130 Supplies‐Program 4,409 2,483 4,000 4,000 0.0% 4,000
* Total Materials & Supplies 4,631 2,540 4,300 4,300 0.0% 4,300
4300 Fees, Services 28,177 30,856 27,000 29,000 7.4% 31,000
4350 Cleaning & Waste Removal ‐ 95 100 100 0.0% 100
4360 Subscriptions & Memberships 105 107 100 100 0.0% 100
4370 Travel & Training 341 99 300 300 0.0% 300
4375 Promotional Expense ‐ ‐ 100 100 0.0% 100
4380 Mileage‐ ‐ 100 100 0.0% 100
* Total Contractual Services 28,623 31,157 27,700 29,700 7.2% 31,700
** Total Senior Citizens Center 83,572 85,585 121,900 114,100 (6.4%) 118,300
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
4040 Contributions‐Insurance Decrease in personal services due to a change in employee elected health insurance.
4300 Fees, Services Increase in contractual services for increased demand for programming.
2019
2018 General Fund Budget
Senior Citizens Center (1560)
61
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.
2018 Goals
Operate Summer Discovery Playground Program as a revenue generating program.
Continue to provide positive experiences for our residents attending community events.
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
Budget
Recreation Superintendent .80 .80 .80 .80
Recreation Supervisor .80 .80 .80 .80
Total 1.60 1.60 1.60 1.60
62
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 88,621 98,490 101,700 105,300 3.5% 109,000
4011 Overtime‐Reg 1,271 ‐ ‐ ‐ 0.0%‐
4020 Salaries & Wages‐Temp 58,771 56,230 71,000 71,000 0.0% 71,000
4021 Overtime‐Temp 900 1,272 800 1,000 25.0% 1,000
4030 Contributions‐Retirement 17,805 19,207 20,800 22,000 5.8% 23,000
4040 Contributions‐Insurance 8,430 10,026 10,700 12,000 12.1% 12,900
4050 Workers Compensation 2,627 3,045 3,600 3,600 0.0% 3,700
* Total Personal Services 178,426 188,269 208,600 214,900 3.0% 220,600
4120 Supplies‐Equipment 2,788 2,321 2,000 2,500 25.0% 2,500
4130 Supplies‐Program 18,525 15,524 17,000 17,000 0.0% 17,000
4240 Uniforms & Clothing 1,506 1,575 2,100 1,600 (23.8%) 1,600
* Total Materials & Supplies 22,819 19,420 21,100 21,100 0.0% 21,100
4300 Fees, Services 55,015 61,653 60,000 64,000 6.7% 64,000
4310 Telephone 2,643 2,140 2,800 2,700 (3.6%) 2,700
4320 Utilities 4,052 3,718 8,400 4,000 (52.4%) 4,000
4340 Printing & Publishing 5,482 9,409 5,300 6,600 24.5% 6,600
4370 Travel & Training 54 414 500 500 0.0% 500
4380 Mileage‐ ‐ 100 100 0.0% 100
4400 Rental‐Land & Buildings 4,142 5,999 7,000 6,200 (11.4%) 6,200
4410 Rental‐Equipment 24,674 25,108 32,000 32,000 0.0% 32,000
* Total Contractual Services 96,063 108,439 116,100 116,100 0.0% 116,100
** Total Recreation Programs 297,307 316,128 345,800 352,100 1.8% 357,800
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 General Fund Budget
Recreation Programs (1600)
63
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 Daddy/Daughter Sweetheart
Dance, field trips and art classes.
SPORTING CAMPS – Coordinate and manage a wide variety of camps such as Skyhawks and Sports
Unlimited.
2018 Goals
Increase program offerings for adult sports by offering additional leagues.
Offer a variety of sporting lessons and themed camps.
Increase capacity and revenue of Lake Ann Adventure Camp.
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
Budget
Recreation Superintendent .20 .20 .20 .20
Recreation Supervisor .20 .20 .20 .20
Total .40 .40 .40 .40
64
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 22,154 24,624 25,400 26,300 3.5% 27,300
4011 Overtime‐Reg 318 ‐ ‐ ‐ 0.0%‐
4020 Salaries & Wages‐Temp 1,850 1,950 2,400 2,400 0.0% 2,500
4030 Contributions‐Retirement 3,451 3,851 3,900 4,200 7.7% 4,200
4040 Contributions‐Insurance 2,103 2,472 2,600 3,000 15.4% 3,200
4050 Workers Compensation 201 267 400 400 0.0% 400
* Total Personal Services 30,078 33,164 34,700 36,300 4.6% 37,600
4130 Supplies‐Program 4,254 4,142 5,400 4,500 (16.7%) 4,500
* Total Materials & Supplies 4,254 4,142 5,400 4,500 (16.7%) 4,500
4300 Fees, Services 11,315 11,766 25,000 15,000 (40.0%) 15,000
* Total Contractual Services 11,315 11,766 25,000 15,000 (40.0%) 15,000
** Total Self‐Supporting Programs 45,647 49,071 65,100 55,800 (14.3%) 57,100
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
4300 Fees, Services Contractual services decrease due to lower participation in youth sports camps, craft
classes and adult sports.
2019
2018 General Fund Budget
Self‐Supporting Programs (1700)
65
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.
2018 Goals
Re‐work the Rec Center Sports logo.
Better utilize the Lead Rec Sports Leader by creating training sessions on how to encourage and
keep youth engaged during sports programs, as well as being able to delegate program details to
co‐workers, so he or she can feel confident in the leadership role.
Create new programs to add variety to past offerings.
Increase enrollment in After School Sports by 20 participants 2017‐2018.
66
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4020 Salaries & Wages‐Temp 21,580 21,370 24,700 25,500 3.2% 27,000
4030 Contributions‐Retirement 2,314 2,302 2,600 2,700 3.8% 2,700
4050 Workers Compensation 737 899 1,100 1,100 0.0% 1,100
* Total Personal Services 24,631 24,571 28,400 29,300 3.2% 30,800
4120 Supplies‐Equipment ‐ ‐ 100 ‐ (100.0%)‐
4130 Supplies‐Program 2,334 3,309 2,500 2,500 0.0% 2,500
4240 Uniforms & Clothing 5,362 4,852 5,400 5,400 0.0% 5,400
* Total Materials & Supplies 7,696 8,161 8,000 7,900 (1.3%) 7,900
4375 Promotional Expenses ‐ ‐ 300 300 0.0% 300
* Total Contractual Services ‐ ‐ 300 300 0.0% 300
** Total Recreation Sports 32,327 32,732 36,700 37,500 2.2% 39,000
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 General Fund Budget
Recreation Sports (1800)
67
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68
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.
69
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.
Strategies/Services
FIREFIGHTER TRAINING – Firefighters are paid per hour while attending training. All training
salaries will be charged directly to the gambling fund.
FIREFIGHTING EQUIPMENT – Purchase additional essential equipment that enhances the safety of
the fire department.
2018 Goals
Fund training salaries that improve leadership and enhance responding skills related to
emergency response.
Supplement equipment purchases not covered in the operational budget in 2018.
70
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
Revenue
3801 Interest Earnings 432 266 ‐ ‐ 0.0%‐
3807 Donations 39,620 36,527 40,000 38,000 (5.0%) 38,000
* Total Other Revenue 40,052 36,792 40,000 38,000 (5.0%) 38,000
** Total Revenue 40,052 36,792 40,000 38,000 (5.0%)38,000
Expenditures
4370 Travel & Training 20,730 16,670 43,500 46,000 5.7% 46,000
* Total Contractual Services 20,730 16,670 43,500 46,000 5.7% 46,000
4705 Other Equipment 28,351 5,900 ‐ ‐ 0.0%‐
* Total Capital Outlay 28,351 5,900 ‐ ‐ 0.0%‐
** Total Expenditures 49,081 22,570 43,500 46,000 5.7% 46,000
Revenue Over/(Under) Expenditures (9,028) 14,223 (3,500) (8,000) (8,000)
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 Special Revenue Funds
201 10% Charitable Contribution
71
Cemetery
Mission Statement
The Cemetery Fund will be used to account for revenues and expenses related to maintenance of the
city’s cemetery located at 8151 Galpin Blvd.
Strategies/Services
GRAVE SALES – Coordinate selling of plots to the public.
MAINTAIN VITAL STATISTICS DATA – Keep historical records of all burials.
MAINTENANCE – Park maintenance staff maintains property and marks grave sites as needed.
2018 Goals
Monitor grave sales and maintenance costs and adjust any budget line items accordingly in future
years.
72
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
Revenue
3670 Internment Fee 900 450 900 900 0.0% 900
* Total General Property Tax 900 450 900 900 0.0% 900
3801 Interest Earnings 212 167 100 100 0.0% 100
3804 Land Sale 950 25,400 8,000 3,000 (62.5%) 3,000
* Total Other Revenue 1,162 25,567 8,100 3,100 (61.7%) 3,100
** Total Revenue 2,062 26,017 9,000 4,000 (55.6%) 4,000
Expenditures
4120 Supplies‐Equipment 235 ‐ ‐ ‐ 0.0%‐
* Total Materials & Supplies 235 ‐ ‐ ‐ 0.0%‐
4300 Fees, Services 19,554 1,104 6,000 3,000 (50.0%) 3,000
4350 Cleaning & Waste Removal 192 ‐ 500 500 0.0% 500
* Total Contractual Services 19,746 1,104 6,500 3,500 (46.2%) 3,500
** Total Expenditures 19,981 1,104 6,500 3,500 (46.2%) 3,500
Revenue Over/(Under) Expenditures (17,919) 24,912 2,500 500 500
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 Special Revenue Funds
202 Cemetery
73
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.
2018 Goals
Upgrade equipment for a higher quality and more reliable broadcast quality.
Continue to improve broadcast experience for home viewers.
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
Budget
Assistant City Manager .25 .25 .25 .25
City Recorder 1 1 1 1
Total 1.25 1.25 1.25 1.25
74
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
Revenue
3080 Franchise Fees 200,126 194,082 200,000 195,000 (2.5%) 195,000
* Total General Property Tax 200,126 194,082 200,000 195,000 (2.5%) 195,000
3801 Interest Earnings 3,897 2,371 2,000 2,000 0.0% 2,000
3903 Refunds/Reimbursements ‐ 249 ‐ ‐ 0.0%‐
* Total Other Revenue 3,897 2,620 2,000 2,000 0.0% 2,000
** Total Revenue 204,023 196,702 202,000 197,000 (2.5%) 197,000
Expenditures
4010 Salaries & Wages‐Reg 75,898 78,245 80,000 82,000 2.5% 84,000
4011 Overtime‐Reg ‐ 464 ‐ ‐ 0.0%‐
4030 Contributions‐Retirement 11,035 11,805 11,900 12,500 5.0% 13,000
4040 Contributions‐Insurance 9,191 11,244 12,300 13,500 9.8% 14,200
4050 Workers Compensation 458 591 500 600 20.0% 600
* Total Personal Services 96,582 102,350 104,700 108,600 3.7% 111,800
4120 Supplies‐Equipment ‐ ‐ 5,000 5,000 0.0% 5,000
* Total Materials & Supplies ‐ ‐ 5,000 5,000 0.0% 5,000
4300 Fees, Services 12,076 62,665 24,400 30,000 23.0% 30,000
4340 Printing & Publishing ‐ ‐ 500 500 0.0% 500
4370 Travel & Training ‐ 600 300 300 0.0% 300
4483 Liability Insurance 1,500 1,500 1,500 1,500 0.0% 1,500
* Total Contractual Services 13,576 64,765 26,700 32,300 21.0% 32,300
4705 Other Equipment 11,975 4,557 15,000 15,000 0.0% 15,000
* Total Capital Outlay 11,975 4,557 15,000 15,000 0.0% 15,000
** Total Expenditures 122,133 171,671 151,400 160,900 6.3% 164,100
Revenue Over/(Under) Expenditures 81,890 25,031 50,600 36,100 32,900
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 Special Revenue Funds
210 Cable TV
75
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76
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.
77
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
3661 Water Usage 2,462,792 2,626,645 2,500,000 2,600,000 4.0% 2,650,000
3662 Utility Penalties 64,675 54,923 70,000 65,000 (7.1%) 65,000
3664 Sale of Meters & Parts 47,130 20,257 50,000 45,000 (10.0%) 45,000
3666 Bulk Water Sales 22,225 3,786 5,000 5,000 0.0% 5,000
3806 Hook Up Fees 1,142,359 973,128 1,000,000 1,000,000 0.0% 1,000,000
3808 Insurance Reimbursements 3,784 ‐ ‐ ‐ 0.0%‐
* Total Current Services 3,742,966 3,678,739 3,625,000 3,715,000 2.5% 3,765,000
3801 Interest Earnings 65,053 42,119 50,000 50,000 0.0% 50,000
3903 Refunds/Reimbursements 11,289 4,963 5,000 5,000 0.0% 5,000
3980 Cash Short/Over ‐ 0 ‐ ‐ 0.0%‐
* Total Other Revenue 76,342 47,082 55,000 55,000 0.0% 55,000
** Total Revenue 3,819,308 3,725,821 3,680,000 3,770,000 2.4% 3,820,000
Revenue Over/(Under) Expenditures 2,311,240 2,055,254 1,989,900 1,780,900 1,808,000
2018 Enterprise Funds
700 Water Utility Revenue
78
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 379,561 438,813 497,000 507,000 2.0% 512,000
4011 Overtime‐Reg 20,375 18,018 25,000 25,000 0.0% 25,000
4012 Stand‐By Pay 6,982 6,729 7,000 7,000 0.0% 7,000
4020 Salaries & Wages‐Temp 30,848 11,296 24,000 24,000 0.0% 24,000
4021 Overtime‐Temp 760 96 1,000 1,000 0.0% 1,000
4030 Contributions‐Retirement 69,140 98,225 78,000 101,400 30.0% 105,000
4040 Contributions‐Insurance 64,371 74,687 94,400 124,700 32.1% 127,000
4050 Workers Compensation 15,814 17,427 18,000 18,000 0.0% 20,000
4060 Unemployment ‐ 56 ‐ ‐ 0.0%‐
* Total Personal Services 587,851 665,346 744,400 808,100 8.6% 821,000
4120 Supplies‐Equipment 13,482 14,357 12,000 16,000 33.3% 16,000
4140 Supplies‐Vehicles 3,460 2,438 3,500 3,500 0.0% 3,500
4150 Maintenance Materials 17,316 26,115 21,000 29,000 38.1% 29,000
4160 Chemicals 96,285 86,663 113,000 188,000 66.4% 188,000
4170 Motor Fuels & Lubricants 14,939 9,671 21,200 15,000 (29.2%) 15,000
4210 Books & Periodicals 18 ‐ ‐ ‐ 0.0%‐
4240 Uniforms & Clothing 2,083 1,673 2,400 2,400 0.0% 2,400
4250 Merchandise for Resale 129,055 95,605 110,000 110,000 0.0% 110,000
4260 Small Tools & Equipment 2,826 4,652 3,300 3,000 (9.1%) 3,000
* Total Materials & Supplies 279,464 241,173 286,400 366,900 28.1% 366,900
4300 Fees, Services 52,133 122,732 63,500 82,000 29.1% 92,000
4301 Auditing 6,555 7,200 7,200 7,200 0.0% 7,200
4310 Telephone 10,236 8,964 10,800 13,600 25.9% 13,600
4320 Utilities 201,253 237,947 215,000 312,000 45.1% 312,000
4330 Postage 7,784 6,949 8,000 8,000 0.0% 8,000
4340 Printing & Publishing 1,677 2,385 2,000 2,000 0.0% 2,000
4350 Cleaning & Waste Removal 673 1,030 800 800 0.0% 800
4360 Subscriptions & Memberships 831 2,540 1,000 1,000 0.0% 1,000
4370 Travel & Training 1,973 5,192 4,000 4,000 0.0% 4,000
4410 Rental‐Equipment 4,998 1,892 5,000 5,000 0.0% 5,000
4483 Insurance‐General Liability 13,000 20,000 20,000 20,000 0.0% 20,000
4509 Remit to Other Agencies 51,927 52,383 52,000 53,000 1.9% 53,000
4510 Repair & Maintenance‐Building 8,419 14,485 8,500 13,000 52.9% 13,000
4520 Repair & Maintenance‐Vehicles 2,701 247 1,500 1,500 0.0% 1,500
4530 Repair & Maintenance‐Equip 69,548 62,895 60,000 71,000 18.3% 71,000
4550 Repair & Maintenance‐Water 115,119 139,183 125,000 135,000 8.0% 135,000
4552 Emergency Repairs‐Water 91,926 78,024 75,000 85,000 13.3% 85,000
* Total Contractual Services 640,753 764,048 659,300 814,100 23.5% 824,100
** Total Expenditures 1,508,068 1,670,567 1,690,100 1,989,100 17.7% 2,012,000
2018 Enterprise Funds
700 Water Utility Expenditures
Summary (Total of 7000, 7019 and 7043)
79
Water Utility ‐ Administration
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
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. Most emergency repairs are done by city staff.
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 on‐call 24/7 to respond to any water distribution
system‐related emergency.
2018 Goals
Work on successful startup of West Water Treatment Plant.
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
Budget
City Manager .10 .10 .10 .10
Public Works Director/City Engineer .125 .10 .10 .10
Finance Director .125 .10 .10 .10
MIS Coordinator .10 .10 .10 .10
Utility Superintendent .50 .50 .50 .50
Equipment Superintendent .05 .05 .05 .05
Assistant City Engineer 0 .05 .05 .05
Assistant Utility Superintendent .50 .50 .50 .50
Assistant Finance Director .05 .05 .05 .05
Water Production Technician 2 2 2 2
Utility Operator 2.50 2.50 2.50 2.50
Utility Technician .50 .50 .50 .50
GIS Specialist 0 .25 .25 .25
Mechanic .10 .10 .10 .10
PC Support Technician .10 .10 .10 .20
Account Clerk .30 .33 .33 .33
Senior Admin Support Specialist 0 .04 .04 .04
Public Works Secretary .125 .125 .125 .125
Total 7.175 7.495 7.495 7.595
80
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 379,561 438,813 497,000 507,000 2.0% 512,000
4011 Overtime‐Reg 20,375 18,018 25,000 25,000 0.0% 25,000
4012 Stand‐By Pay 6,982 6,729 7,000 7,000 0.0% 7,000
4020 Salaries & Wages‐Temp 30,848 11,296 24,000 24,000 0.0% 24,000
4021 Overtime‐Temp 760 96 1,000 1,000 0.0% 1,000
4030 Contributions‐Retirement 69,140 98,225 78,000 101,400 30.0% 105,000
4040 Contributions‐Insurance 64,371 74,687 94,400 124,700 32.1% 127,000
4050 Workers Compensation 15,814 17,427 18,000 18,000 0.0% 20,000
4060 Unemployment ‐ 56 ‐ ‐ 0.0%‐
* Total Personal Services 587,851 665,346 744,400 808,100 8.6% 821,000
4120 Supplies‐Equipment 10,056 11,605 9,000 10,000 11.1% 10,000
4140 Supplies‐Vehicles 3,460 2,438 3,500 3,500 0.0% 3,500
4150 Maintenance Materials 12,027 18,658 14,000 15,000 7.1% 15,000
4160 Chemicals 11,257 263 8,000 8,000 0.0% 8,000
4170 Motor Fuels & Lubricants 12,725 9,671 16,000 15,000 (6.3%) 15,000
4240 Uniforms & Clothing 2,083 1,673 2,400 2,400 0.0% 2,400
4250 Merchandise for Resale 129,055 95,605 110,000 110,000 0.0% 110,000
4260 Small Tools & Equipment 2,773 4,205 3,000 3,000 0.0% 3,000
* Total Materials & Supplies 183,436 144,118 165,900 166,900 0.6% 166,900
4300 Fees, Services 51,345 119,232 60,000 75,000 25.0% 85,000
4301 Auditing 6,555 7,200 7,200 7,200 0.0% 7,200
4310 Telephone 7,713 6,441 8,000 8,000 0.0% 8,000
4320 Utilities 131,826 161,717 140,000 160,000 14.3% 160,000
4330 Postage 7,784 6,949 8,000 8,000 0.0% 8,000
4340 Printing & Publishing 1,677 2,385 2,000 2,000 0.0% 2,000
4350 Cleaning & Waste Removal 673 1,030 800 800 0.0% 800
4360 Subscriptions & Memberships 831 2,540 1,000 1,000 0.0% 1,000
4370 Travel & Training 1,973 5,192 4,000 4,000 0.0% 4,000
4410 Rental‐Equipment 4,998 1,892 5,000 5,000 0.0% 5,000
4483 Insurance‐General Liability 13,000 20,000 20,000 20,000 0.0% 20,000
4509 Remit to Other Agencies 51,927 52,383 52,000 53,000 1.9% 53,000
4510 Repair & Maintenance‐Building 3,972 11,373 4,000 4,000 0.0% 4,000
4520 Repair & Maintenance‐Vehicles 2,701 247 1,500 1,500 0.0% 1,500
4530 Repair & Maintenance‐Equip 48,368 47,191 40,000 46,000 15.0% 46,000
4550 Repair & Maintenance‐Water 114,651 134,370 120,000 125,000 4.2% 125,000
4552 Emergency Repairs‐Water 91,926 78,024 75,000 85,000 13.3% 85,000
* Total Contractual Services 541,920 658,164 548,500 605,500 10.4% 615,500
** Total Expenditures 1,313,206 1,467,629 1,458,800 1,580,500 8.3% 1,603,400
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 Enterprise Funds
700 Water Utility Expenditures
7000 Administration
81
Water Utility
East Water Treatment Facility
Mission Statement
The Water Utility department will provide a safe, reliable, efficient and cost‐effective water production
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.
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.
2018 Goals
Maintain water quality levels.
Implement plant maintenance software work order system.
82
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4120 Supplies‐Equipment 3,426 2,752 3,000 3,000 0.0% 3,000
4150 Maintenance Materials 5,289 7,457 7,000 7,000 0.0% 7,000
4160 Chemicals 85,028 86,400 105,000 90,000 (14.3%) 90,000
4170 Motor Fuels & Lubricants 2,214 ‐ 5,200 ‐ (100.0%)‐
4210 Books & Periodicals 18 ‐ ‐ ‐ 0.0%‐
4260 Small Tools & Equipment 53 446 300 ‐ (100.0%)‐
* Total Materials & Supplies 96,029 97,055 120,500 100,000 (17.0%) 100,000
4300 Fees, Services 788 3,500 3,500 3,500 0.0% 3,500
4310 Telephone 2,523 2,523 2,800 2,800 0.0% 2,800
4320 Utilities 69,427 76,231 75,000 77,000 2.7% 77,000
4510 Repair & Maintenance‐Building 4,447 3,112 4,500 4,500 0.0% 4,500
4530 Repair & Maintenance‐Equip 21,180 15,704 20,000 20,000 0.0% 20,000
4550 Repair & Maintenance‐Water 468 4,813 5,000 5,000 0.0% 5,000
* Total Contractual Services 98,833 105,883 110,800 112,800 1.8% 112,800
** Total Expenditures 194,862 202,938 231,300 212,800 (8.0%) 212,800
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 Enterprise Funds
700 Water Utility Expenditures
7019 East Water Treatment Facility
83
Water Utility
West Water Treatment Facility
Mission Statement
The Water Utility department will provide a safe, reliable, efficient and cost‐effective water production
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.
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.
2018 Goals
Successfully complete construction of the plant.
84
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4120 Supplies‐Equipment ‐ ‐ ‐ 3,000 100.0% 3,000
4150 Maintenance Materials ‐ ‐ ‐ 7,000 100.0% 7,000
4160 Chemicals ‐ ‐ ‐ 90,000 100.0% 90,000
* Total Materials & Supplies ‐ ‐ ‐ 100,000 100.0% 100,000
4300 Fees, Services ‐ ‐ ‐ 3,500 100.0% 3,500
4310 Telephone ‐ ‐ ‐ 2,800 100.0% 2,800
4320 Utilities ‐ ‐ ‐ 75,000 100.0% 75,000
4510 Repair & Maintenance‐Building ‐ ‐ ‐ 4,500 100.0% 4,500
4530 Repair & Maintenance‐Equip ‐ ‐ ‐ 5,000 100.0% 5,000
4550 Repair & Maintenance‐Water ‐ ‐ ‐ 5,000 100.0% 5,000
* Total Contractual Services ‐ ‐ ‐ 95,800 100.0% 95,800
** Total Expenditures ‐ ‐ ‐ 195,800 100.0% 195,800
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
West Water Treatment Plant Constructed in 2017/2018
2019
2018 Enterprise Funds
700 Water Utility Expenditures
7043 West Water Treatment Facility
85
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 approximately 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. Along with general cleaning, potential maintenance issues are also
identified and recorded during jetting using a computerized maintenance program.
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.
2018 Goals
Fully utilize Cartegraph software.
Continue to work on Inflow/Infiltration improvement projects.
Jet and clean one third of the city’s sewer pipes.
Update lift station 10 year rehabilitation plan.
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
Budget
City Manager .10 .10 .10 .10
Public Works Director/City Engineer .125 .10 .10 .10
Finance Director .125 .10 .10 .10
MIS Coordinator .10 .10 .10 .10
Utility Superintendent .50 .50 .50 .50
Equipment Superintendent .05 .05 .05 .05
Assistant City Engineer 0 .05 .05 .05
Assistant Utility Superintendent .50 .50 .50 .50
Assistant Finance Director .05 .05 .05 .05
Utility Operator 2.50 2.50 2.50 2.50
Utility Technician .50 .50 .50 .50
GIS Specialist 0 .25 .25 .25
Mechanic .10 .10 .10 .10
PC Support Technician .10 .10 .10 .20
Account Clerk .30 .33 .33 .33
Senior Admin Support Specialist 0 .04 .04 .04
Public Works Secretary .125 .125 .125 .125
Total 5.175 5.495 5.495 5.595
86
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
3660 Sewer Customers 2,449,022 2,552,679 2,450,000 2,550,000 4.1% 2,600,000
3662 Utility Penalties 58,924 56,120 60,000 58,000 (3.3%) 58,000
3806 Hook Up Fees 389,647 331,115 380,000 380,000 0.0% 380,000
3808 Insurance Reimbursements 3,784 ‐ ‐ ‐ 0.0%‐
3810 SAC Credits Retained ‐ ‐ ‐ ‐ 0.0%‐
3811 Sewer Surcharge 13,500 10,275 15,000 15,000 0.0% 15,000
3813 Lift Station 32 Development ‐ 48,725 ‐ ‐ 0.0%‐
* Total Current Services 2,914,877 2,998,914 2,905,000 3,003,000 3.4% 3,053,000
3801 Interest Earnings 53,410 29,550 40,000 40,000 0.0% 40,000
3903 Refunds/Reimbursements 501 219 ‐ ‐ 0.0%‐
* Total Other Revenue 53,911 29,769 40,000 40,000 0.0% 40,000
** Total Revenue 2,968,789 3,028,683 2,945,000 3,043,000 3.3% 3,093,000
Revenue Over/(Under) Expenditures 692,064 827,994 581,900 298,900 328,600
2018 Enterprise Funds
701 Sewer Utility Revenue
87
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 251,009 268,372 330,700 386,700 16.9% 392,000
4011 Overtime‐Reg 8,955 6,916 8,000 8,000 0.0% 8,000
4012 Stand‐By Pay 6,982 6,729 7,000 7,000 0.0% 7,000
4020 Salaries & Wages‐Temp 22,096 11,660 18,000 18,000 0.0% 18,000
4021 Overtime‐Temp 145 126 ‐ ‐ 0.0%‐
4030 Contributions‐Retirement 46,601 65,913 53,000 77,000 45.3% 80,500
4040 Contributions‐Insurance 46,964 49,071 68,300 87,000 27.4% 92,500
4050 Workers Compensation 8,519 13,190 10,000 15,000 50.0% 16,000
4060 Unemployment ‐ 56 ‐ ‐ 0.0%‐
* Total Personal Services 391,271 422,032 495,000 598,700 20.9% 614,000
4120 Supplies‐Equipment 937 9,523 5,000 5,000 0.0% 5,000
4140 Supplies‐Vehicles 1,574 364 4,000 2,000 (50.0%) 2,000
4150 Maintenance Materials 11,017 10,261 10,000 12,000 20.0% 12,000
4160 Chemicals 3,725 ‐ 3,800 3,800 0.0% 3,800
4170 Motor Fuels & Lubricants 9,277 9,682 15,000 11,000 (26.7%) 11,000
4240 Uniforms & Clothing 1,734 1,320 2,000 2,000 0.0% 2,000
4260 Small Tools & Equipment 4,436 3,217 3,500 3,500 0.0% 3,500
* Total Materials & Supplies 32,698 34,366 43,300 39,300 (9.2%) 39,300
4300 Fees, Services 31,167 63,468 40,000 40,000 0.0% 45,000
4301 Auditing 6,555 7,200 7,000 7,000 0.0% 7,000
4310 Telephone 6,824 5,277 7,000 7,000 0.0% 7,000
4320 Utilities 68,262 61,774 75,000 70,000 (6.7%) 70,000
4330 Postage 7,444 6,459 8,000 8,000 0.0% 8,000
4340 Printing & Publishing 1,517 1,856 1,600 1,600 0.0% 1,600
4350 Cleaning & Waste Removal 771 688 ‐ ‐ 0.0%‐
4360 Subscriptions & Memberships 188 50 400 400 0.0% 400
4370 Travel & Training 3,267 3,707 4,200 4,200 0.0% 4,200
4410 Rental‐Equipment 93 1,730 500 500 0.0% 500
4483 Insurance‐General Liability 13,000 20,000 20,000 20,000 0.0% 20,000
4509 Remit to Other Agencies 1,567,672 1,445,540 1,540,900 1,825,200 18.5% 1,825,200
4510 Repair & Maintenance‐Building 4,380 3,532 4,200 4,200 0.0% 4,200
4520 Repair & Maintenance‐Vehicles 299 212 1,000 1,000 0.0% 1,000
4530 Repair & Maintenance‐Equip 27,220 26,023 26,000 26,000 0.0% 26,000
4551 Repair & Maintenance‐Sewer 77,525 91,353 85,000 85,000 0.0% 85,000
4553 Emergency Repairs‐Sewer 9,238 5,423 4,000 6,000 50.0% 6,000
4901 Refunds/Reimbursements 27,335 ‐ ‐ ‐ 0.0%‐
* Total Contractual Services 1,852,755 1,744,291 1,824,800 2,106,100 15.4% 2,111,100
** Total Expenditures 2,276,725 2,200,689 2,363,100 2,744,100 16.1% 2,764,400
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
4010 Salaries & Wages‐Reg Additional wages added to this fund from General fund based on time actually spent
related to this fund.
4509 Remit to Other Agencies Significant increase in Sewer charges for MCES 2018 bill.
2019
2018 Enterprise Funds
701 Sewer Utility Expenditures
88
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89
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
3328 Wetland Alteration 922 828 ‐ ‐ 0.0%‐
* Total Permits 922 828 ‐ ‐ 0.0%‐
3520 Grants‐County 7,412 33,258 7,400 3,500 (52.7%) 4,000
3533 Grants‐Other 37,718 33,562 38,000 38,000 0.0% 38,000
* Total Intergovernmental Rev 45,130 66,820 45,400 41,500 (8.6%) 42,000
3640 Community Garden Plot Rental 1,900 1,975 1,900 1,900 0.0% 2,000
3650 Sale of Recyclables 273 296 ‐ ‐ 0.0%‐
3660 Sewer Customers 650,760 665,364 650,000 665,000 2.3% 680,000
3662 Utility Penalties 13,526 13,932 14,000 14,000 0.0% 14,000
3806 Connection Charges 132,943 182,955 150,000 165,000 10.0% 175,000
* Total Current Services 799,403 864,523 815,900 845,900 3.7% 871,000
3801 Interest Earnings 13,943 8,009 10,000 10,000 0.0% 10,000
3903 Refunds and Reimbursements 1,590 1,804 ‐ ‐ 0.0%‐
* Total Other Revenue 15,533 9,813 10,000 10,000 0.0% 10,000
** Total Revenue 860,988 941,984 871,300 897,400 3.0% 923,000
Revenue Over/(Under) Expenditures 371,356 411,869 329,900 268,600 266,700
2018 Enterprise Funds
720 Surface Water Management Revenue
Summary (Total of 7200, 7201, 7202 and 7205)
90
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 191,687 197,004 206,200 236,900 14.9% 244,800
4020 Salaries & Wages‐Temp 225 1,740 3,000 1,000 (66.7%) 1,000
4030 Contributions‐Retirement 30,503 44,105 31,500 36,000 14.3% 39,100
4040 Contributions‐Insurance 39,161 31,046 35,600 53,800 51.1% 56,300
4050 Workers Compensation 1,199 1,572 1,400 1,400 0.0% 1,400
* Total Personal Services 262,774 275,466 277,700 329,100 18.5% 342,600
4120 Supplies‐Equipment 1,756 1,600 3,000 3,000 0.0% 3,000
4130 Supplies‐Program 14,182 29,810 20,100 43,600 116.9% 43,600
4150 Maintenance Materials 4,668 10,134 15,000 12,000 (20.0%) 12,000
4260 Small Tools & Equipment 162 97 100 100 0.0% 100
* Total Materials & Supplies 20,769 41,641 38,200 58,700 53.7% 58,700
4300 Fees, Services 183,506 190,182 204,000 218,000 6.9% 232,000
4301 Auditing 4,370 4,600 4,600 4,600 0.0% 4,600
4310 Telephone and Communications 1,407 1,207 1,400 1,400 0.0% 1,400
4320 Utilities/Community Garden 851 823 1,000 1,000 0.0% 1,000
4340 Printing & Publishing 3,494 2,956 2,600 2,600 0.0% 2,600
4350 Cleaning & Waste Removal 7,500 ‐ ‐ ‐ 0.0%‐
4360 Subscriptions & Memberships 1,562 1,767 1,300 1,300 0.0% 1,300
4370 Travel & Training 1,513 2,493 2,400 3,900 62.5% 3,900
4380 Mileage‐ ‐ 300 300 0.0% 300
4410 Equipment Rental ‐ 865 ‐ ‐ 0.0%‐
4483 Insurance‐General Liability 1,500 7,500 7,500 7,500 0.0% 7,500
4530 Repair & Maintenance‐Equip 369 614 400 400 0.0% 400
4807 Property Tax Expense 18 ‐ ‐ ‐ 0.0%‐
* Total Contractual Services 206,089 213,008 225,500 241,000 6.9% 255,000
** Total Expenditures 489,632 530,115 541,400 628,800 16.1% 656,300
2018 Enterprise Funds
720 Surface Water Management Expenditures
Summary (Total of 7200, 7201, 7202 and 7205)
91
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.
2018 Goals
Complete the Surface Water Management Plan update.
Complete reviews of Watershed District management plans.
Complete storm water pond inspections for all City maintained pond and input data into
assessment management software.
Complete the Chanhassen High School reuse project and Lake Susan reuse and storm water
improvement projects.
92
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
Budget
City Manager 0 .05 .05 .05
Public Works Director/City Engineer 0 .05 .05 .05
Community Development Director .25 .20 .20 .20
Finance Director 0 .05 .05 .05
MIS Coordinator .05 .05 .05 .05
Assistant City Engineer 0 .02 .02 .02
Water Resources Coordinator 1 1 1 1
Assistant Finance Director 0 .02 .02 .02
GIS Specialist 0 .10 .10 .10
Natural Resources Technician .80 .80 .80 .80
PC Support Technician .05 .05 .05 .10
Account Clerk 0 .11 .11 .11
Senior Admin Support Specialist 0 .02 .02 .02
Total 2.15 2.52 2.52 2.57
93
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
3328 Wetland Alteration 922 828 ‐ ‐ 0.0%‐
* Total Permits 922 828 ‐ ‐ 0.0%‐
3520 Grants‐County ‐ 30,000 ‐ ‐ 0.0%‐
* Total Intergovernmental Rev ‐ 30,000 ‐ ‐ 0.0%‐
3660 Sewer Customers 650,760 665,364 650,000 665,000 2.3% 680,000
3662 Utility Penalties 13,526 13,932 14,000 14,000 0.0% 14,000
3806 Connection Charges 132,943 182,955 150,000 165,000 10.0% 175,000
* Total Current Services 797,230 862,252 814,000 844,000 3.7% 869,000
3801 Interest Earnings 13,943 8,009 10,000 10,000 0.0% 10,000
3903 Refunds and Reimbursements 1,590 1,804 ‐ ‐ 0.0%‐
* Total Other Revenue 15,533 9,813 10,000 10,000 0.0% 10,000
** Total Revenue 813,685 902,893 824,000 854,000 3.6% 879,000
Revenue Over/(Under) Expenditures 511,481 565,957 482,700 439,900 451,100
2018 Enterprise Funds
720 Surface Water Management Revenue
7200 Administration
94
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 142,560 146,887 156,000 184,800 18.5% 190,000
4020 Salaries & Wages‐Temp 225 630 3,000 1,000 (66.7%) 1,000
4030 Contributions‐Retirement 24,004 37,281 23,700 28,000 18.1% 30,700
4040 Contributions‐Insurance 25,489 16,236 18,800 35,000 86.2% 36,900
4050 Workers Compensation 891 1,169 1,000 1,000 0.0% 1,000
* Total Personal Services 193,169 202,203 202,500 249,800 23.4% 259,600
4120 Supplies‐Equipment 1,756 1,600 3,000 3,000 0.0% 3,000
4130 Supplies‐Program 8,644 17,479 14,000 35,000 150.0% 35,000
4150 Maintenance Materials 4,668 10,134 15,000 12,000 (20.0%) 12,000
4260 Small Tools & Equipment 77 ‐ ‐ ‐ 0.0%‐
* Total Materials & Supplies 15,145 29,213 32,000 50,000 56.3% 50,000
4300 Fees, Services 76,247 88,096 90,000 96,000 6.7% 100,000
4301 Auditing 4,370 4,600 4,600 4,600 0.0% 4,600
4310 Telephone and Communications 1,407 1,207 1,400 1,400 0.0% 1,400
4340 Printing & Publishing ‐ ‐ 100 100 0.0% 100
4350 Cleaning & Waste Removal 7,500 ‐ ‐ ‐ 0.0%‐
4360 Subscriptions & Memberships 1,295 1,300 1,000 1,000 0.0% 1,000
4370 Travel & Training 1,183 1,338 1,500 3,000 100.0% 3,000
4380 Mileage‐ ‐ 300 300 0.0% 300
4410 Equipment Rental ‐ 865 ‐ ‐ 0.0%‐
4483 Insurance‐General Liability 1,500 7,500 7,500 7,500 0.0% 7,500
4530 Repair & Maintenance‐Equip 369 614 400 400 0.0% 400
4807 Property Tax Expense 18 ‐ ‐ ‐ 0.0%‐
* Total Contractual Services 93,889 105,521 106,800 114,300 7.0% 118,300
** Total Expenditures 302,204 336,936 341,300 414,100 21.3% 427,900
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
4010 Salaries & Wages‐Reg Additional wages added to this fund from General fund based on time actually spent
related to this fund.
2019
2018 Enterprise Funds
720 Surface Water Management Expenditures
7200 Administration
95
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 partial coverage of residential recycling fees and offer
recycling events for residents at the Carver County Environmental Center.
PUBLIC FACILITY AND EVENT RECYCLING – Coordinate contract service for recycling at community
events.
2018 Goals
Offer public paper shredding event at PW building in spring.
Work on recycling and organics participation improvement at public facilities.
Prepare RFP for solid waste disposal at public buildings.
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
Budget
Environmental Resource Specialist .40 .40 .40 .40
Total .40 .40 .40 .40
96
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
3520 Grants‐County 7,412 3,258 7,400 3,500 (52.7%) 4,000
* Total Intergovernmental Rev 7,412 3,258 7,400 3,500 (52.7%) 4,000
3650 Sale of Recyclables 273 296 ‐ ‐ 0.0%‐
* Total Current Services 273 296 ‐ ‐ 0.0%‐
** Total Revenue 7,685 3,554 7,400 3,500 (52.7%) 4,000
Revenue Over/(Under) Expenditures (32,938) (40,540) (39,100) (45,200) (46,500)
2018 Enterprise Funds
720 Surface Water Management Revenue
7201 Recycling
97
2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 24,563 25,058 25,100 26,100 4.0% 27,400
4030 Contributions‐Retirement 3,249 3,370 3,900 4,000 2.6% 4,200
4040 Contributions‐Insurance 6,835 7,405 8,300 9,400 13.3% 9,700
4050 Workers Compensation 154 201 200 200 0.0% 200
* Total Personal Services 34,802 36,034 37,500 39,700 5.9% 41,500
4130 Supplies‐Program 181 1,455 1,600 1,600 0.0% 1,600
4260 Small Tools & Equipment 85 97 100 100 0.0% 100
* Total Materials & Supplies 267 1,552 1,700 1,700 0.0% 1,700
4300 Fees, Services 2,943 4,592 5,500 5,500 0.0% 5,500
4340 Printing & Publishing 2,461 1,765 1,500 1,500 0.0% 1,500
4360 Subscriptions & Memberships 150 150 200 200 0.0% 200
4370 Travel & Training ‐ ‐ 100 100 0.0% 100
* Total Contractual Services 5,554 6,507 7,300 7,300 0.0% 7,300
** Total Expenditures 40,623 44,094 46,500 48,700 4.7% 50,500
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 Enterprise Funds
720 Surface Water Management Expenditures
7201 Recycling
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Surface Water Management
Forestry Management
Mission Statement
The Forestry Management 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, care and inventory 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.
2018 Goals
Continue protection treatment of public ash trees in the ROW.
Host spring forestry event focusing on history of Chanhassen’s forests.
Offer garden education at spring community garden meeting.
Provide public education on urban forestry threats through a range of outreach methods.
Use city tree inventory to determine species and locations for future plantings.
Arbor Day tree planting scheduled for Power Hill Park.
Employee Count 2017
Actual
2018
Budget
2019
Budget
2020
Budget
Environmental Resource Specialist .40 .40 .40 .40
Total .40 .40 .40 .40
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2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
3640 Community Garden Plot Rental 1,900 1,975 1,900 1,900 0.0% 2,000
* Total Current Services 1,900 1,975 1,900 1,900 0.0% 2,000
** Total Revenue 1,900 1,975 1,900 1,900 0.0% 2,000
Revenue Over/(Under) Expenditures (92,687) (99,048) (98,200) (112,600) (124,400)
2018 Enterprise Funds
720 Surface Water Management Revenue
7202 Forestry Management
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2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages‐Reg 24,563 25,058 25,100 26,000 3.6% 27,400
4020 Salaries & Wages‐Temp ‐ 1,110 ‐ ‐ 0.0%‐
4030 Contributions‐Retirement 3,249 3,454 3,900 4,000 2.6% 4,200
4040 Contributions‐Insurance 6,836 7,405 8,500 9,400 10.6% 9,700
4050 Workers Compensation 154 201 200 200 0.0% 200
* Total Personal Services 34,803 37,229 37,700 39,600 5.0% 41,500
4130 Supplies‐Program 5,357 10,876 4,500 7,000 55.6% 7,000
* Total Materials & Supplies 5,357 10,876 4,500 7,000 55.6% 7,000
4300 Fees, Services 52,097 49,432 55,000 65,000 18.2% 75,000
4320 Utilities/Community Garden 851 823 1,000 1,000 0.0% 1,000
4340 Printing & Publishing 1,033 1,191 1,000 1,000 0.0% 1,000
4360 Subscriptions & Memberships 117 317 100 100 0.0% 100
4370 Travel & Training 330 1,155 800 800 0.0% 800
* Total Contractual Services 54,428 52,918 57,900 67,900 17.3% 77,900
** Total Expenditures 94,587 101,023 100,100 114,500 14.4% 126,400
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 Enterprise Funds
720 Surface Water Management Expenditures
7202 Forestry Management
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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.
2018 Goals
Look for opportunities to empower residents and lake users with AIS prevention skills.
Observe a reduction in the number of watercraft entering area lakes in violation of State Law.
Increase opportunities to support AIS program partnership with Carver County WMO.
Work with CCWMO to identify and implement areas for improvement in rapid response plan.
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2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
3533 Grants‐Other (Carver County) ‐ ‐ ‐ ‐ 0.0%‐
3533 Grants‐Other (Riley/Purgatory) 27,000 25,000 27,000 27,000 0.0% 27,000
3533 Grants‐Other (Lotus Lk Home) 10,718 8,562 11,000 11,000 0.0% 11,000
* Total Intergovernmental Rev 37,718 33,562 38,000 38,000 0.0% 38,000
** Total Revenue 37,718 33,562 38,000 38,000 0.0% 38,000
Revenue Over/(Under) Expenditures (14,500) (14,500) (15,500) (13,500) (13,500)
2018 Enterprise Funds
720 Surface Water Management Revenue
7205 Aquatic Species Mgmt Program
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2017 to
2015 2016 2017 2018 2018 2019
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4300 Fees, Services 52,218 48,062 53,500 51,500 (3.7%) 51,500
* Total Contractual Services 52,218 48,062 53,500 51,500 (3.7%) 51,500
** Total Expenditures 52,218 48,062 53,500 51,500 (3.7%) 51,500
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2018
2019
2018 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. Any un-itemized receipts will not be
reimbursed by the city.
6. Reimbursable travel expenses for employees or councilmembers are outlined in the City of
Chanhassen Personnel Policy.
7. The City will not purchase or reimburse any employee, councilmember, or agent for the
purchase of intoxicating liquor or malt beverages.
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The costs of these meals are included within individual department’s budgets. These budgets are
approved annually by the City Council as a part of the overall budget approval process which
includes a public hearing on the proposed budget.
MEMBERSHIPS AND DUES
The City Council has determined that the City will fund memberships and dues in professional
organizations and City social and community organizations when the purpose is to promote,
advertise, improve or develop the City’s resources. In addition, memberships and dues will be
allowed for employees, city council and commissions if the dues promote primarily educational
opportunities related to their fields or duties assigned and are 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.
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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. All purchases on City credit
cards are required to have detailed supporting receipts. In addition all credit card monthly
statements are to be reviewed by the employee’s department head and signed for approval.
CELLULAR TELEPHONES (See City Personnel Policy)
CLOTHING ALLOWANCES
In those departments where clothing allowances are allowed for safety reasons, all purchases
need to be in compliance with the following guidelines:
1. All purchases need to be documented with original detailed receipts.
2. All employees who have required safety shoe duties at any point during their working
hours, must purchase approved safety compliant safety toed shoes and wear them at
all times as required by OSHA standards.
3. The city will only reimburse for pants, shirts, boots, jackets and other safety
equipment required or deemed necessary by the employee’s department head. The
city will not reimburse for undergarments, socks, belts or other non-essential safety
clothing.
4. Any purchases made using city funds where the actual purchase garners a benefit or
comp for the purchasing individual, shall forward all benefits, cash rewards and store
credits to the finance department that will then be used for other city related
purchases only.
Adopted by the Chanhassen City Council on November 25, 2002.
Amended by the Chanhassen City Council on December 12, 2011.
Amended by the Chanhassen City Council on October 10, 2016.
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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
October 10, 2016
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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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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.
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
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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.
Unique professional service contracts are not required to be part of an RFP
process, as long as those professional services are specialized or based on
specific expertise or professional abilities.
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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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
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%)
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• 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
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.
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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.
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
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negotiated by the State of Minnesota. Participation in other purchasing cooperatives is
encouraged by all departments.
• 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
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.
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• 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:
• 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/or legal
counsel prior to initiating or modifying a lease.
4.7 On-Line Purchases
The following guidelines are recommended for purchasing products over the Internet:
• All addresses for secure purchasing sites will have an https:// prefix, make sure
to make all purchases from a secure site as described above.
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• No purchase should be made from a city account while connected to any public
WiFi service.
• Whenever possible avoid from making credit card purchases or sharing of credit
card information over the telephone. The preference is always to purchase via a
secured internet portal or in person.
• City credit card account numbers should not be saved on any ecommerce site.
• Avoid online purchases from sites located outside the United States. There is
usually an alternative US distributor.
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 Accounts Payable Payments
The Finance Department policy is for bills/invoices to be paid on one of the weekly
claims lists.
• All accounts payable payments will be issued weekly. All payments must be
submitted to the Finance Department prior to 3:00 p.m. on Wednesday.
• Checks will be issued, mailed, or returned to appropriate departments on
Thursdays. Payments to be processed electronically will be credited to the
vendors bank accounts on the following Monday.
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
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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 any accounts payable payment, purchase order, or
expense voucher along with proper authorization. Documentation must be
returned to the Finance Department to be processed on claims list.
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.
5.6 Account Coding
All requests for payment including, purchase orders, 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.
5.7 Petty Cash
• Used for reimbursement to employees for items $100 or less for expenditures
made on behalf of the City.
• A receipt or invoice with proper departmental authorization must be obtained
prior to disbursement.
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5.8 Guidelines for Payment Processing
• Invoices, purchase orders, or expense voucher must be submitted for payments.
• All accounts payable items are due by 3:00 p.m. on Wednesday in the Finance
Department, with checks issued the following day.
• All accounts payable items must have an eleven digit code to process payment.
Refer to department budget line item codes for proper coding.
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, attach a detailed receipt and needs to be signed by the
department director, and forwarded to the Finance Department.
• Credit cards will only be issued to those employees that can demonstrate a need
and have department head approval. Several purchases per year for city
business are needed in order for a credit card to be issued.
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.
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
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approval, and receipts must be attached. Expenses will be reimbursed by check issued
on the next check run.
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
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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.
Section 7. Capital Outlay and Fixed Assets
7.1 Capitalization Threshold
Capital outlay purchases are for items costing more than $10,000, 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 $10,000 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.
7.4 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
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with no sale or trade value. Once again disposals should follow the capital replacement
policy of the City.
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.
Section 9. Procurement Policies when Using Federal Dollars/Grants
9.1 Purchasing Thresholds
All purchases by the city and its agents, when using federal funding and making
purchases in excess of $2,000 for construction dollars are subject to the Davis-Bacon
Act. In addition construction purchases in excess of $2,000 and purchases in excess of
$3,000 for all other purchases, must meet small purchase procurement practices and
obtain multiple price/rate quotes from qualified sources.
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9.2 Affirmative Action Practices
The city and all its agents will take all necessary affirmative action steps to assure that
minority businesses, women’s business enterprises, and labor surplus area firms are
used when possible as per “2 CFR 200.321 (b).
9.3 Sealed Bids for Federal Purchases
All purchases by the city and its agents will follow all “sealed bid” requirements as per “2
CFR 200.323 (a)”. This includes but is not limited to documenting a cost or price
analysis in connection with every procurement action in excess of the “Simplified
Acquisition Threshold”, including contract modifications.
9.4 Reviewing for Contractors under Suspension or Debarment
In all cases the city and its agents will review the excluded parties list
(https://www.sam.gov/), to ensure that no tentative parties, suspended and/or debarred
contractors are contracted with when using federal or city dollars.
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