2019 Annual BudgetCITY OF CHANHASSEN’SANNUAL BUDGET 2019
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 ....................................................................................................... 40
Street Lighting and Signals ........................................................................................ 42
Fleet Department .......................................................................................................... 44
Community Development
Planning Commission .................................................................................................. 46
Planning Administration ............................................................................................ 48
Senior Commission ....................................................................................................... 50
Parks and Recreation
Park and Recreation Commission .......................................................................... 52
Park and Recreation Administration .................................................................... 54
Recreation Center ......................................................................................................... 56
Lake Ann Park Operations ......................................................................................... 58
Park Maintenance ......................................................................................................... 60
Senior Citizens Center ................................................................................................. 62
Recreation Programs ................................................................................................... 64
Self-Supporting Programs ......................................................................................... 66
Recreation Sports .......................................................................................................... 68
Special Revenue Funds
10% Charitable Contribution ................................................................................... 72
Cemetery ............................................................................................................................ 74
Cable TV ............................................................................................................................. 76
Enterprise Funds
Water Utility .................................................................................................................... 80
Sewer Utility .................................................................................................................... 88
Surface Water Management ..................................................................................... 92
Appendix
Public Purpose Expenditure Policy ................................................................. 111
Purchasing Policy ............................................................................................................ 115
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2
2018 2019 % Change
Operational & Capital Levies
General Fund 8,704,333$ 8,810,333$
Capital Replacement 800,000 800,000
Revolving Imp Street Reconstruction 384,838 381,223
MSA (Sealcoating)93,000 93,000
Total Operational & Capital Levies 9,982,171$ 10,084,556$ 1.03%
Debt Levies
Public Works Facility 470,400 475,800
Library Referendum 461,297 459,512
Total Debt Levies 931,697$ 935,312$ 0.39%
Total All Levies 10,913,868$ 11,019,868$ 0.97%
2019 Tax Levy
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4
Employee Count
2018
Actual
2019
Budget
2020
Budget
2021
Budget
Administration 4.50 4.50 4.50 4.50
Finance 2.86 2.86 2.86 2.86
Management Information Systems 1.50 1.50 1.50 1.50
City Hall 1.00 1.00 1.00 1.00
Police Administration 1.00 0.00 0.00 0.00
Fire Prevention and Administration 2.00 2.00 2.00 2.00
Code Enforcement 7.00 7.00 7.00 7.00
Community Service 1.50 1.50 1.50 1.50
Engineering 5.73 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 4.35 4.55 4.55 4.55
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 1.80 1.80 1.80
Self-Supporting Programs .40 .20 .20 .20
Cable TV 1.25 1.25 1.25 1.25
Water Utility 7.495 7.495 7.495 7.495
Sewer Utility 5.495 5.495 5.495 5.495
Surface Water Management 3.32 3.52 3.52 3.52
Total 73.70 73.10 73.10 73.10
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6
Personal Materials Contractual Capital 2019 2018 % 2017
Services & Supplies Services Outlay Total Total Change Actual
General Government
1110 Legislative 46,700 - 81,600 - 128,300 126,500 1.42% 122,613
1120 Administration 504,800 - 59,500 - 564,300 535,100 5.46% 522,872
1130 Finance 329,000 200 42,300 - 371,500 358,700 3.57% 339,100
1140 Legal - - 200,000 - 200,000 190,500 4.99% 198,417
1150 Property Assessment - - 156,000 - 156,000 150,000 4.00% 146,422
1160 MIS 167,100 44,700 46,000 - 257,800 234,800 9.80% 223,613
1170 City Hall 93,500 40,300 262,000 - 395,800 413,800 -4.35% 390,266
1180 Elections 26,000 4,000 18,000 - 48,000 42,600 12.68%-
1190 Library Building - 2,500 109,100 - 111,600 111,600 0.00% 109,165
* Total 1,167,100 91,700 974,500 - 2,233,300 2,163,600 3.22% 2,052,467
Law Enforcement
1210 Police Administration - 1,000 1,884,800 - 1,885,800 1,961,400 -3.85% 1,804,236
1220 Fire Prevention & Admin 824,500 45,100 150,400 - 1,020,000 919,600 10.92% 895,087
1250 Code Enforcement 722,900 6,400 13,200 - 742,500 718,100 3.40% 736,784
1260 Community Service 53,700 1,700 5,800 - 61,200 66,400 -7.83% 48,665
* Total 1,601,100 54,200 2,054,200 - 3,709,500 3,665,500 1.20% 3,484,772
Public Works
1310 Engineering 642,200 800 26,900 - 669,900 681,300 -1.67% 658,709
1320 Street Maintenance 866,400 113,300 35,400 - 1,015,100 996,900 1.83% 931,096
1350 Street Lighting & Signals - 3,000 354,500 - 357,500 356,500 0.28% 359,197
1370 Fleet Department 319,400 172,000 61,800 5,500 558,700 552,100 1.20% 518,808
* Total 1,828,000 289,100 478,600 5,500 2,601,200 2,586,800 0.56% 2,467,810
Community Development
1410 Planning Commission - 200 1,500 - 1,700 1,700 0.00% 1,338
1420 Planning Administration 529,200 400 11,300 - 540,900 494,400 9.41% 496,230
1430 Senior Commission 29,200 - 11,000 - 40,200 38,300 4.96% 43,254
* Total 558,400 600 23,800 - 582,800 534,400 9.06% 540,823
Park & Recreation
1510 Park & Rec Commission - 200 1,000 - 1,200 1,200 0.00% 175
1520 Park & Rec Administration 250,600 200 6,000 - 256,800 245,600 4.56% 233,149
1530 Recreation Center 233,200 17,700 95,900 - 346,800 346,200 0.17% 312,419
1540 Lake Ann Park Operations 12,000 9,200 47,600 - 68,800 70,500 -2.41% 67,573
1550 Park Maintenance 821,100 80,800 100,800 - 1,002,700 1,030,300 -2.68% 1,041,692
1560 Senior Citizens Center 84,700 4,300 32,700 - 121,700 114,100 6.66% 117,940
1600 Recreation Programs 250,860 22,200 120,500 - 393,560 352,100 11.78% 353,384
1700 Self-Supporting Programs 21,400 4,500 12,500 - 38,400 55,800 -31.18% 50,614
1800 Recreation Sports 30,400 7,900 300 - 38,600 37,500 2.93% 35,258
* Total 1,704,260 147,000 417,300 - 2,268,560 2,253,300 0.68% 2,212,203
Total Operational Expenditures 6,858,860 582,600 3,948,400 5,500 11,395,360 11,203,600 1.71% 10,758,075
Transfer for Roads - - - -
** Total General Fund 11,395,360 11,203,600 1.71% 10,758,075
Dollar Change from Previous Year 191,760
2019 General Fund Budget
Expenditures
7
2016 2017 2018 2019 Inc Over 2020
Account Description Actual Actual Budget Budget PY Budget Estimate
General Property Tax
3010 Current Property Tax 8,000,093 8,475,905 8,704,333 8,810,333 1.2% 8,920,333
3002 Allowance for Delinquent Taxes (39,158) (75,108) (40,000) (70,000) (70,000)
3011 Delinquent Property Tax 34,408 7,050 45,000 15,000 15,000
3090 Excess TIF Taxes 33,069 86,633 - - -
* Total General Property Tax 8,028,411 8,494,480 8,709,333 8,755,333 0.5% 8,865,333
Licenses
3203 Dog Kennel 500 250 500 500 500
3206 Massage License 600 150 800 500 500
3213 Solicitor - - - - -
3226 Liquor On and Off Sale 92,221 92,018 93,000 93,000 93,000
3284 Rubbish 2,400 3,000 3,500 3,500 3,500
* Total Licenses 95,721 95,418 97,800 97,500 -0.3% 97,500
Permits
3301 Building 524,996 518,620 500,000 520,000 520,000
3302 Plan Check 252,621 253,777 235,000 255,000 255,000
3305 Heating & A/C 114,854 172,701 82,800 119,300 119,300
3306 Plumbing 92,927 97,615 65,000 90,000 90,000
3307 Trenching 40,641 55,066 30,000 30,000 30,000
3308 Hunting/Shooting 940 840 1,400 1,400 1,400
3309 Sprinkler 8,335 11,074 11,000 11,000 11,000
3311 Sign 8,590 4,015 6,500 5,000 5,000
3316 Septic Tank 1,560 - - - -
3320 Stable 200 200 300 300 300
3331 Firework's Application Fee 200 200 - - -
3390 Misc. Permits 3,410 5,525 3,000 3,000 3,000
* Total Permits 1,049,275 1,119,633 935,000 1,035,000 10.7% 1,035,000
Fines & Penalties
3401 Traffic & Ordinance Violation 113,232 126,636 115,000 115,000 120,000
3402 Vehicle Lockouts 692 950 1,000 1,000 1,000
3404 Dog/Cat Impound 427 808 - 500 500
3405 Other Fines and Penalties 16 - - - -
* Total Fines & Penalties 114,368 128,394 116,000 116,500 0.4% 121,500
Intergovernmental Revenue
3503 Reimbursement from School Dist.47,056 49,407 47,000 45,000 50,000
3509 Other Shared Taxes 196,298 196,021 200,000 195,000 200,000
3510 Grants-State 162,175 163,912 162,000 160,000 162,000
3530 Grants-Federal - - - - -
3533 Grants-Other 692 6,291 - - -
* Total Intergovernmental Revenue 406,222 415,632 409,000 400,000 -2.2% 412,000
2019 General Fund Budget
Revenue
8
2016 2017 2018 2019 Inc Over 2020
Account Description Actual Actual Budget Budget PY Budget Estimate
Charges for Current Services
3601 Sale of Documents 863 950 500 800 800
3602 Use & Variance Permits 13,309 21,533 20,000 20,000 20,000
3603 Rezoning Fees 2,700 1,750 2,000 2,000 2,000
3604 Assessment Searches 15 - 300 - -
3605 Plat Recording Fees 1,650 2,290 4,000 3,000 4,000
3607 Election Filing Fees - - - - -
3613 Misc.-General Government 2,892 5,616 5,000 5,000 5,000
3614 Admin. Charge-2% Constr.56,079 52,225 55,000 50,000 55,000
3617 Engineering General 125 - - - -
3619 Investment Management Fee 75,000 75,000 75,000 75,000 75,000
3629 Misc.-Public Safety 9,465 9,971 10,000 10,000 10,000
3630 Recreation Program Fees 52,417 59,520 52,000 52,000 56,000
3631 Recreation Center 218,732 217,077 218,000 218,000 218,000
3633 Park Equipment Rental 57 93 300 100 100
3634 Park Facility Usage Fee 19,395 19,022 19,000 19,000 19,000
3635 Watercraft Rental 16,169 18,020 16,000 18,000 18,000
3636 Self-Supporting Programs 42,001 45,276 42,000 42,000 42,000
3637 Senior Programs 45,854 47,025 45,000 45,000 47,000
3638 Food Concessions 11,470 10,862 12,000 11,000 11,000
3639 Misc.-Park & Rec.905 1,347 1,200 1,200 1,200
3642 Recreation Sports 44,556 44,384 46,000 44,000 45,000
3649 Misc.-Public Works 4,646 3,651 2,000 2,000 3,500
3651 Merchandise Sales 3,702 2,950 2,400 2,800 2,800
* Total Charges for Current Services 622,000 638,562 627,700 620,900 -1.1% 635,400
Other Revenue
3801 Interest Earnings 27,080 36,120 30,000 30,000 45,000
3802 Equipment Rental & Sale 182,378 186,978 178,000 250,000 250,000
3803 Building Rental 6,692 5,798 6,500 5,800 6,000
3804 Land Sale 35,324 8,100 - - -
3807 Donations 24,275 28,609 25,267 24,127 25,000
3808 Insurance Reimbursements - 18,709 - - -
3816 SAC Retainer 3,404 4,386 4,000 4,000 4,000
3818 Sur-Tax Retainer 662 740 1,000 700 1,000
3820 Misc. Other Revenue 418 766 300 500 500
3903 Refunds/Reimbursements 60,805 55,635 63,700 55,000 60,000
3980 Cash Short/Over 0 1 - - -
* Total Other Revenue 341,039 345,843 308,767 370,127 19.9% 391,500
** Total General Fund Revenue 10,657,035 11,237,962 11,203,600 11,395,360 1.7%11,558,233
Total General Fund Expenditures 11,395,360
Net Levy Remaining (Use of Gen Fund Reserves)‐
2019 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.
MEMBERSHIPS
o Municipal Legislative Commission – This organization is a legislative collaborative comprised of 17 suburban communities that seek to advance sound policies that are fiscally responsible, allow for growth and development and further enhance strong communities. Guiding principles include financial accountability, support of local control and equitable property tax and fiscal disparity programs.
o Southwest Corridor Transportation Coalition – This group is comprised of local government officials, business owners, local residents and other interested parties. The Coalition advocates for safety and transportation improvements in the southwest metro, with a primary focus on Highways 5 and 212.
o League of Minnesota Cities – This organization is dedicated to promoting excellence in local government. The LMC serves more than 800 member cities through advocacy, education and training, policy development, risk management and other services. LMC is also the City of Chanhassen’s insurance carrier for auto, general liability and workers compensation.
o Metro Cities – This organization was created with the primary objective to be an effective and influential voice at the state and regional levels of government, including the state legislature and Metropolitan Council. The board of directors includes elected officials and city staff from many metro communities.
o Southwest Metro Chamber of Commerce – The chamber’s mission is to ‘strengthen our member businesses and stimulate regional prosperity’. The City of Chanhassen partners with the chamber on several city events and maintains a membership to support the chamber and local businesses. 2019 Goals
Develop and implement 2019 Key Financial Strategies Plan.
10
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4020 Salaries & Wages-Temp 28,800 42,000 42,000 43,600 3.8% 43,600
4030 Contributions-Retirement 1,915 2,804 2,800 3,000 7.1% 3,000
4050 Workers Compensation 106 90 100 100 0.0% 100
* Total Personal Services 30,821 44,894 44,900 46,700 4.0% 46,700
4300 Fees, Services 2,096 - 1,000 1,000 0.0% 1,000
4340 Printing & Publishing 28,251 29,911 32,000 32,000 0.0% 32,000
4360 Subscriptions & Memberships 41,682 41,560 42,000 42,000 0.0% 42,000
4370 Travel & Training 6,500 5,650 6,000 6,000 0.0% 6,000
4375 Promotional Expenses 1,679 599 600 600 0.0% 600
* Total Contractual Services 80,208 77,719 81,600 81,600 0.0% 81,600
** Total Legislative 111,030 122,613 126,500 128,300 1.4% 128,300
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 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.
MEMBERSHIPS
o International City/County Managers Assoc. and Minnesota City/County Managers Assoc. – Participation in these organizations helps engage staff on emerging trends and issues, legislative initiatives, better service delivery, strategic long-range planning and community partnerships.
o Western Area Fire Training Academy – This organization is a joint powers entity formed in 1974 consisting of 11 communities to purchase and operate a fire training facility. The site became contaminated as a result of training exercises, and this membership fee pays for site maintenance and cleanup, in addition to legal fees accrued while negotiating costs with other responsible parties. 2019 Goals
Continued high levels of customer service.
Implement goals included in the 2019 Key Financial Strategies Plan.
Integrate new human resources and applicant tracking software.
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
Budget City Manager .75 .75 .75 .75 Assistant City Manager .75 .75 .75 .75 Office Manager/Deputy Clerk 1 1 1 1 Communications Specialist 1 1 1 1 Administrative Support Specialist 1 1 1 1 Total 4.50 4.50 4.50 4.50
12
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 374,858 360,011 362,000 377,300 4.2% 388,600
4011 Overtime-Reg 2,503 - - - 0.0%-
4020 Salaries & Wages-Temp 231 209 300 300 0.0% 300
4030 Contributions-Retirement 48,549 51,126 54,700 55,500 1.5% 58,800
4040 Contributions-Insurance 58,697 59,127 58,000 68,000 17.2% 76,200
4050 Workers Compensation 2,995 3,045 3,500 3,700 5.7% 3,900
* Total Personal Services 487,832 473,517 478,500 504,800 5.5% 527,800
4300 Fees, Services 21,755 4,634 15,000 15,000 0.0% 15,000
4310 Telephone 4,934 5,677 5,000 5,800 16.0% 5,800
4320 Utilities 89 - 200 200 0.0% 200
4330 Postage 21,641 22,968 21,000 23,000 9.5% 23,000
4340 Printing & Publishing 220 - 300 300 0.0% 300
4360 Subscriptions & Memberships 4,221 4,633 4,500 4,600 2.2% 4,600
4370 Travel & Training 6,834 9,503 8,600 8,600 0.0% 8,600
4380 Mileage 837 1,079 1,000 1,000 0.0% 1,000
4410 Rental-Equipment 755 860 1,000 1,000 0.0% 1,000
4807 Property Tax Expense 4 - - - 0.0%-
* Total Contractual Services 61,291 49,355 56,600 59,500 5.1% 59,500
** Total Administration 549,123 522,872 535,100 564,300 5.5% 587,300
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
4330 Postage Increase in line item to reflect actual costs.
2020
2019 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. 2019 Goals
Implementation of P-Card program to achieve significant rebate for the city and purchasing efficiencies amongst departments.
Conduct another ACH Utility Billing enrollment push for 2019 and attempt to add 150 additional ACH Utility Bill account set ups.
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
Budget Finance Director .75 .75 .75 .75 Assistant Finance Director .88 .88 .88 .88 Account Clerk 1.23 1.23 1.23 1.23 Total 2.86 2.86 2.86 2.86
14
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 218,028 226,932 224,600 239,500 6.6% 246,700
4011 Overtime-Reg 156 - - - 0.0%-
4030 Contributions-Retirement 32,253 33,129 34,100 36,300 6.5% 37,400
4040 Contributions-Insurance 29,734 38,281 48,000 50,900 6.0% 57,000
4050 Workers Compensation 1,643 1,937 2,200 2,300 4.5% 2,500
* Total Personal Services 281,814 300,279 308,900 329,000 6.5% 343,600
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 13,955 14,087 17,000 16,000 (5.9%) 16,000
4301 Fees, Financial/Audit 21,599 19,147 26,000 20,000 (23.1%) 21,000
4310 Telephone and Communications 972 997 1,000 1,000 0.0% 1,000
4340 Printing & Publishing 241 200 600 300 (50.0%) 300
4360 Subscriptions & Memberships 465 465 500 500 0.0% 500
4370 Travel & Training 4,037 3,926 4,500 4,500 0.0% 4,500
* Total Contractual Services 41,269 38,821 49,600 42,300 (14.7%) 43,300
** Total Finance 323,083 339,100 358,700 371,500 3.6% 387,100
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
4301 Fees, Financial/Audit Decrease to reflect new audit contract for 2019-2021.
2020
2019 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.
PERSONNEL – Madden, Galanter & Hansen handle all matters pertaining to the collective bargaining agreement between the City of Chanhassen and IUOE Local 49. 2019 Goals
Continue to make sound legal decisions that benefit the city’s management and taxpayers.
16
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4302 Fees, Legal 187,471 198,417 190,500 200,000 5.0% 210,000
* Total Contractual Services 187,471 198,417 190,500 200,000 5.0% 210,000
** Total Legal 187,471 198,417 190,500 200,000 5.0% 210,000
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 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. 2019 Goals
Continue successful and efficient assessment process.
18
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4300 Fees, Services 146,371 146,422 150,000 156,000 4.0% 161,000
* Total Contractual Services 146,371 146,422 150,000 156,000 4.0% 161,000
** Total Property Assessment 146,371 146,422 150,000 156,000 4.0% 161,000
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 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 end user software and hardware training for city staff.
SYSTEMS SECURITY – Ensure city computer and network systems are properly secured.
PHYSICAL SECURITY – Acquisition, service and support for city access control systems and video surveillance systems.
AUDIO VISUAL SUPPORT – Manage and/or support all city audio visual systems.
UTILITY DEPT. SUPPORT – Provide support for city SCADA network hardware and software. 2019 Goals
Replace Windows 2008 servers that are end of life.
Implement new production storage array and reconfigure replication arrays.
Replace Public Works network switches with chassis switch.
Upgrade Fountain Room AV system.
Update Technology Policies.
Upgrade wireless access points at Rec Center.
Implement Laserfiche workflows, forms for property records and purchasing.
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
Budget MIS Coordinator .75 .75 .75 .75 PC Support Technician .75 .75 .75 .75 Total 1.5 1.5 1.5 1.5
20
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 125,068 112,230 116,300 123,800 6.4% 127,500
4030 Contributions-Retirement 18,102 16,505 17,700 18,800 6.2% 19,300
4040 Contributions-Insurance 17,384 19,697 22,800 23,300 2.2% 26,200
4050 Workers Compensation 921 957 1,100 1,200 9.1% 1,400
* Total Personal Services 161,475 149,389 157,900 167,100 5.8% 174,400
4150 Maintenance Materials 1,264 1,062 1,300 1,300 0.0% 1,300
4210 Books & Periodicals 40 55 300 100 (66.7%) 100
4220 Software Licensing & Support 20,277 27,670 28,100 43,000 53.0% 45,000
4260 Small Tools & Equipment 262 274 300 300 0.0% 300
* Total Materials & Supplies 21,843 29,061 30,000 44,700 49.0% 46,700
4300 Fees, Services 32,485 21,368 21,300 22,000 3.3% 23,000
4310 Telephone and Communications 1,899 1,980 3,300 2,000 (39.4%) 2,200
4320 Utilities 11,545 11,070 11,300 11,000 (2.7%) 11,000
4370 Travel & Training 5,420 5,755 6,000 6,000 0.0% 6,000
4530 Repair & Maintenance-Equip 3,428 4,990 5,000 5,000 0.0% 5,000
* Total Contractual Services 54,777 45,163 46,900 46,000 (1.9%) 47,200
** Total MIS 238,095 223,613 234,800 257,800 9.8% 268,300
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
4220 Software Licensing & Support The increase is primarily due to support cost for hardware that is coming off warranty.
These items are the primary storage systems, ($6,300), two production network servers,
($3,400) and a backup appliance ($2,800).
2020
2019 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. 2019 Goals
Continued management of public buildings and equipment to maximize life expectancy and operation.
Solicit and review bids for cleaning and waste removal services for all city buildings.
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
Budget Building Maintenance 1 1 1 1 Total 1 1 1 1
22
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 57,088 58,399 59,000 60,000 1.7% 61,800
4011 Overtime-Reg 1,702 - 1,000 1,000 0.0% 1,000
4030 Contributions-Retirement 8,779 8,301 9,000 9,000 0.0% 9,400
4040 Contributions-Insurance 8,977 14,691 18,300 19,300 5.5% 21,700
4050 Workers Compensation 3,249 3,479 3,900 4,200 7.7% 5,000
* Total Personal Services 79,795 84,870 91,200 93,500 2.5% 98,900
4110 Supplies-Office 33,017 32,629 36,000 34,000 (5.6%) 34,000
4120 Supplies-Equipment 629 176 900 900 0.0% 900
4140 Supplies-Vehicles 699 411 300 500 66.7% 500
4150 Maintenance Materials 5,554 4,250 4,000 4,500 12.5% 4,500
4260 Small Tools & Equipment 7 144 400 400 0.0% 400
* Total Materials & Supplies 39,907 37,611 41,600 40,300 (3.1%) 40,300
4300 Fees, Services 11,495 11,166 6,500 11,000 69.2% 11,000
4310 Telephone 10,413 10,357 11,000 11,000 0.0% 11,000
4320 Utilities 41,055 37,768 42,000 39,000 (7.1%) 39,000
4350 Cleaning & Waste Removal 29,847 29,201 30,000 30,000 0.0% 30,000
4370 Travel & Training - - 200 200 0.0% 200
4410 Rental-Equipment 12,236 14,442 14,500 14,500 0.0% 14,500
4440 License & Registration 16 - 100 100 0.0% 100
4483 Insurance-General Liability 141,936 141,675 163,000 150,000 (8.0%) 150,000
4510 Repair & Maintenance-Building 3,548 12,932 9,500 1,000 (89.5%) 1,000
4520 Repair & Maintenance-Vehicles 132 - 200 200 0.0% 200
4530 Repair & Maintenance-Equip 4,951 10,245 4,000 5,000 25.0% 5,000
* Total Contractual Services 255,630 267,785 281,000 262,000 (6.8%) 262,000
** Total City Hall 375,331 390,266 413,800 395,800 (4.3%) 401,200
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 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. 2019 Goals
Collaborate with ISD 112 on 2019 school board elections.
Procure rope barriers/stanchions for Precincts 4 and 5 to improve traffic flow within the precincts in preparation of the 2020 elections.
Procure seven (7) customizable/reusable sandwich boards to identify precinct entryways in preparation of the 2020 elections.
24
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4020 Salaries & Wages-Temp 29,581 - 24,000 26,000 8.3% 26,000
4030 Contributions-Retirement - - 500 - (100.0%)-
4050 Workers Compensation - - 100 - (100.0%)-
* Total Personal Services 29,581 - 24,600 26,000 5.7% 26,000
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 12,000 50.0% 12,000
4340 Printing & Publishing 208 - 2,500 1,000 (60.0%) 1,000
4370 Travel & Training 6,299 - 3,500 5,000 42.9% 5,000
* Total Contractual Services 14,560 - 14,000 18,000 28.6% 18,000
** Total Elections 44,873 ‐ 42,600 48,000 12.7% 48,000
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
4020 Salaries & Wages-Temp Small increase for expanded absentee voting and wages to account for min wage increases.
4300 Fees, Services Small increase for expanded absentee voting.
2020
2019 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. 2019 Goals
Continue to look for ways to optimize efficiency of energy use within the building.
Continue to maintain equipment to maximize its useful life.
Solicit and review bids for cleaning and waste removal services for all city buildings.
26
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4150 Maintenance Materials 2,105 2,333 2,500 2,500 0.0% 2,500
* Total Materials & Supplies 2,105 2,333 2,500 2,500 0.0% 2,500
4300 Fees, Services 7,216 3,258 2,000 3,000 50.0% 3,000
4310 Telephone 1,526 1,526 1,600 1,600 0.0% 1,600
4320 Utilities 61,902 56,908 63,000 63,000 0.0% 63,000
4350 Cleaning & Waste Removal 28,723 29,304 34,000 30,500 (10.3%) 30,500
4510 Repair & Maintenance-Building 7,050 10,274 5,000 6,500 30.0% 6,500
4530 Repair & Maintenance-Equip 3,432 5,562 3,500 4,500 28.6% 4,500
* Total Contractual Services 109,850 106,832 109,100 109,100 0.0% 109,100
** Total Library Building 111,954 109,165 111,600 111,600 0.0% 111,600
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 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 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. 2019 Goals
Provide public safety services in an efficient and cost-effective manner consistent with the values of the citizens of Chanhassen.
Continue to identify and address traffic concerns within the city, with an emphasis on prevention and education.
Engage the public and strive for transparency in government and policing through public announcements and notifications via social media, such as; Twitter, Facebook and responding to questions from the city website, Request Tracker and the media.
Engage the aging population through attendance and participation in Details with Deputies and Senior Commission, as well as new initiatives designed to make Chanhassen a “Community for Life”.
Work collaboratively with community service personnel to blend public safety services for cohesive crime prevention efforts.
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
Budget Crime Prevention Specialist 1 0 0 0 Lieutenant 1 1 1 1 Sergeant 3 3 3 3 Investigator 1 1 1 1 School Resource Officer 1 1 1 1 Deputies 9 9 9 10 Total 16 15 15 16
Employee Overhead 2018
Actual
2019
Budget
2020
Budget
2021
Budget Records .48 .48 .48 .48 Sergeant .39 .39 .39 .39 Total .87 .87 .87 .87
Vehicles 2018
Actual
2019
Budget
2020
Budget
2021
Budget Total 7 8 8 8
28
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 23,910 5,209 47,400 - (100.0%)-
4030 Contributions-Retirement 2,710 766 7,200 - (100.0%)-
4040 Contributions-Insurance 3,806 1,442 18,900 - (100.0%)-
4050 Workers Compensation 171 45 400 - (100.0%)-
* Total Personal Services 30,597 7,463 73,900 - (100.0%)-
4130 Program Supplies 475 313 2,500 1,000 (60.0%) 1,000
* Total Materials & Supplies 475 313 2,500 1,000 (60.0%) 1,000
4300 Fees, Services 1,683,764 1,795,040 1,882,700 1,882,700 0.0% 1,967,500
4370 Travel & Training 173 15 300 100 (66.7%) 100
4375 Promotional Expense 1,838 1,405 2,000 2,000 0.0% 2,000
* Total Contractual Services 1,685,775 1,796,460 1,885,000 1,884,800 (0.0%) 1,969,600
** Total Police Administration 1,716,848 1,804,236 1,961,400 1,885,800 (3.9%) 1,970,600
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
4010 Salaries & Wages-Reg Crime prevention specialist position eliminated from 2019 budget, duties handled with
other staff.
4300 Fees, Services No increase in the police contract due to staffing changes in the sheriffs department.
2020
2019 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, businesses 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. 2019 Goals
Complete the acquisition and deployment of a replacement fire engine.
Assess current duty crew programming and begin transition to expanded program dependent on available funding.
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
Budget Fire Chief 1 1 1 1 Fire Marshal 1 1 1 1 Total 2 2 2 2
30
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 191,863 217,749 195,400 217,000 11.1% 223,600
4011 Overtime-Reg - 292 1,000 3,000 200.0% 3,000
4020 Salaries & Wages-Temp 124,317 153,469 167,500 200,000 19.4% 210,000
4022 Training Wages 41,344 - - - 0.0%-
4030 Contributions-Retirement 187,866 222,858 220,000 230,000 4.5% 240,000
4031 Fire Relief Required Contribution 34,521 - 20,000 40,000 100.0% 40,000
4040 Contributions-Insurance 24,098 25,335 22,200 23,500 5.9% 26,200
4050 Workers Compensation 51,330 71,572 58,000 75,000 29.3% 78,000
4060 Unemployment 162 439 - - 0.0%-
4070 Contracted Wages 31,696 34,048 35,000 36,000 2.9% 37,000
* Total Personal Services 687,196 725,763 719,100 824,500 14.7% 857,800
4120 Supplies-Equipment 5,859 6,994 7,000 7,000 0.0% 7,000
4130 Supplies-Program 477 3,073 2,000 2,200 10.0% 2,200
4140 Supplies-Vehicles 9,485 6,943 9,000 9,000 0.0% 9,000
4150 Maintenance Materials 403 1 500 400 (20.0%) 400
4210 Books & Periodicals - - 600 500 (16.7%) 500
4240 Uniforms & Clothing 11,992 9,044 11,000 11,000 0.0% 11,000
4260 Small Tools & Equipment 1,770 4,924 8,000 8,000 0.0% 8,000
4290 Misc. Materials & Supplies 4,541 3,642 7,000 7,000 0.0% 7,000
* Total Materials & Supplies 34,526 34,620 45,100 45,100 0.0% 45,100
4300 Fees, Services 24,444 29,088 32,000 32,000 0.0% 32,000
4310 Telephone 8,426 8,541 7,200 8,000 11.1% 8,000
4320 Utilities 16,542 15,464 22,000 16,000 (27.3%) 16,000
4350 Cleaning & Waste Removal 4,914 4,469 5,000 5,100 2.0% 5,100
4360 Subscriptions & Memberships 1,648 1,327 2,500 2,000 (20.0%) 2,000
4370 Travel & Training 21,084 40,072 41,500 41,500 0.0% 41,500
4375 Promotional Expense 6,506 6,922 10,000 10,000 0.0% 10,000
4483 Insurance-General Liability 685 734 1,200 800 (33.3%) 1,000
4510 Repair & Maintenance-Building 7,874 5,775 5,500 5,500 0.0% 5,500
4520 Repair & Maintenance-Vehicles 1,100 1,909 7,000 7,000 0.0% 7,000
4530 Repair & Maintenance-Equip 19,968 20,338 19,500 20,500 5.1% 20,500
4531 Repair & Maintenance-Radios 297 63 2,000 2,000 0.0% 2,000
* Total Contractual Services 113,488 134,704 155,400 150,400 (3.2%) 150,600
** Total Fire Prevention and Admin 835,210 895,087 919,600 1,020,000 10.9% 1,053,500
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
4010 Salaries & Wages-Reg Increase for small market adjustment in full time wages.
4020 Salaries & Wages-Temp The fire department has seen an increase in call activity. There is also a cost of living
increase for on call pay.
2020
2019 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. 2019 Goals
Continue cross training inspectors as well as develop new inspectors.
Manage inspections and plan review in a timely manner.
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
Budget Building Official 1 1 1 1 Building Inspector 2 2 2 2 Mechanical Inspector 2 2 2 2 Administrative Support Specialist 2 2 2 2 Total 7 7 7 7
32
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 508,082 537,534 504,000 504,000 0.0% 520,000
4011 Overtime-Reg 289 82 - - 0.0%-
4020 Salaries & Wages-Temp 16,307 14,490 20,000 18,000 (10.0%) 18,000
4030 Contributions-Retirement 74,422 75,207 78,000 76,400 (2.1%) 78,700
4040 Contributions-Insurance 84,469 96,731 92,000 120,300 30.8% 135,000
4050 Workers Compensation 4,059 3,575 4,500 4,200 (6.7%) 4,800
* Total Personal Services 687,628 727,619 698,500 722,900 3.5% 756,500
4120 Supplies-Equipment 186 - 100 100 0.0% 100
4130 Supplies-Program 409 877 900 900 0.0% 900
4140 Supplies-Vehicles 2,722 279 2,700 2,000 (25.9%) 2,000
4210 Books & Periodicals 1,129 77 1,500 1,500 0.0% 1,500
4240 Uniforms & Clothing 1,197 956 1,000 1,500 50.0% 1,500
4260 Small Tools & Equipment 99 344 400 400 0.0% 400
* Total Materials & Supplies 5,742 2,534 6,600 6,400 (3.0%) 6,400
4310 Telephone 2,827 2,535 4,500 4,500 0.0% 4,500
4340 Printing & Publishing - - 1,500 1,000 (33.3%) 1,000
4360 Subscriptions & Memberships 724 761 800 1,000 25.0% 1,000
4370 Travel & Training 4,541 3,336 4,500 5,000 11.1% 5,000
4440 License & Registration 530 - 500 500 0.0% 500
4520 Repair & Maintenance-Vehicles 207 - 300 300 0.0% 300
4530 Repair & Maintenance-Equip 92 - 900 900 0.0% 900
* Total Contractual Services 8,922 6,632 13,000 13,200 1.5% 13,200
** Total Code Enforcement 702,293 736,784 718,100 742,500 3.4% 776,100
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 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. 2019 Goals
Continued high levels of customer service.
Evaluate and update Community Service Officer training manual and program.
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
Budget Community Service Officer 1.50 1.50 1.50 1.50 Total 1.50 1.50 1.50 1.50
34
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4020 Salaries & Wages-Temp 43,007 35,473 49,500 45,500 (8.1%) 48,000
4021 Overtime-Temp 203 289 200 300 50.0% 300
4030 Contributions-Retirement 6,623 4,576 7,000 6,000 (14.3%) 6,500
4040 Contributions-Insurance 541 321 700 600 (14.3%) 600
4050 Workers Compensation 1,121 1,115 1,300 1,300 0.0% 1,500
4060 Unemployment - 527 - - 0.0%-
* Total Personal Services 51,495 42,302 58,700 53,700 (8.5%) 56,900
4120 Supplies-Equipment 193 175 300 300 0.0% 300
4140 Supplies-Vehicles 1,604 17 700 700 0.0% 700
4240 Uniforms & Clothing - 801 700 700 0.0% 700
* Total Materials & Supplies 1,797 993 1,700 1,700 0.0% 1,700
4300 Fees, Services 2,677 4,126 2,800 3,200 14.3% 3,400
4310 Telephone 1,615 1,229 1,700 1,600 (5.9%) 1,600
4340 Printing & Publishing 697 16 600 100 (83.3%) 100
4360 Subscriptions & Memberships - - 200 200 0.0% 200
4370 Travel & Training - - 200 200 0.0% 200
4520 Repair & Maintenance-Vehicles 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 5,062 5,370 6,000 5,800 (3.3%) 6,000
** Total Community Service 58,355 48,665 66,400 61,200 (7.8%) 64,600
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 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.
MEMBERSHIPS
o City Engineer Association – This is a professional association for engineers in Minnesota. The Association advances the education of its members, promotes the interchange of helpful ideas and information and seeks ways and means by which members may be more useful and efficient.
o Minnesota Public Works Association – This association includes more than 1,000 members from across Minnesota, representing both private and public industries, working together to advance the public works profession.
o Suburban Rate Authority – This organization is a group of suburban communities that monitors the operation and activities of public utilities in the metropolitan area. It conducts research and investigation of the activities of such utilities and conducts other activities as may be necessary to insure equitable and reasonable public utility rates and service levels for the citizens of the members. 2019 Goals
Successfully complete capital improvement projects.
Expand the capabilities of the pavement management software.
36
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
Budget Public Works Director/City Engineer .75 .75 .75 .75 Assistant City Engineer .88 .88 .88 .88 Project Engineer 1 1 1 1 Engineering Tech 2 2 2 2 GIS Specialist .40 .40 .40 .40 Senior Admin Support Specialist .70 .70 .70 .70 Total 5.73 5.73 5.73 5.73
37
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 479,255 464,860 462,300 473,000 2.3% 487,000
4011 Overtime-Reg 5,229 6,157 5,500 6,000 9.1% 6,000
4020 Salaries & Wages-Temp 5,790 13,897 13,000 14,000 7.7% 16,000
4021 Overtime-Temp 126 - - - 0.0%-
4030 Contributions-Retirement 72,025 68,941 70,000 71,700 2.4% 73,800
4040 Contributions-Insurance 62,895 80,702 96,900 73,500 (24.1%) 81,700
4050 Workers Compensation 3,942 3,588 4,800 4,000 (16.7%) 4,500
* Total Personal Services 629,261 638,144 652,500 642,200 (1.6%) 669,000
4120 Supplies-Equipment 262 21 1,000 500 (50.0%) 500
4140 Supplies-Vehicles 212 10 300 300 0.0% 300
4210 Books & Periodicals 369 - - - 0.0%-
* Total Materials & Supplies 843 32 1,300 800 (38.5%) 800
4300 Fees, Services 14,593 10,822 16,000 16,000 0.0% 16,000
4310 Telephone 3,614 3,915 3,400 4,000 17.6% 4,000
4340 Printing & Publishing 140 292 500 300 (40.0%) 300
4360 Subscriptions & Memberships 1,503 1,383 1,500 1,500 0.0% 1,500
4370 Travel & Training 4,444 3,971 4,500 4,500 0.0% 4,500
4380 Mileage95 149 100 100 0.0% 100
4530 Repair & Maintenance-Equip - - 1,500 500 (66.7%) 500
* Total Contractual Services 24,389 20,533 27,500 26,900 (2.2%) 26,900
** Total Engineering 654,493 658,709 681,300 669,900 (1.7%) 696,700
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 General Fund Budget
Engineering (1310)
38
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39
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. 2019 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 refining Precise software in conjunction with snow and ice operation.
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
Budget Street Superintendent 1 1 1 1 Street Lead 1 1 1 1 Street Operator 6 6 6 6 Public Works Secretary .25 .25 .25 .25 Total 8.25 8.25 8.25 8.25
40
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 465,380 489,181 531,400 543,100 2.2% 559,400
4011 Overtime-Reg 31,835 27,554 26,000 27,000 3.8% 30,000
4020 Salaries & Wages-Temp 18,525 24,366 28,000 28,000 0.0% 28,000
4021 Overtime-Temp 327 428 - - 0.0%-
4030 Contributions-Retirement 74,870 77,435 80,500 82,300 2.2% 84,800
4040 Contributions-Insurance 88,894 100,282 123,500 120,000 (2.8%) 133,500
4050 Workers Compensation 45,866 59,215 64,000 66,000 3.1% 70,000
4060 Unemployment 4,911 3,328 - - 0.0%-
* Total Personal Services 730,608 781,789 853,400 866,400 1.5% 905,700
4120 Supplies-Equipment 32,557 43,237 45,000 45,000 0.0% 45,000
4140 Supplies-Vehicles 8,264 18,263 10,000 12,000 20.0% 12,000
4150 Maintenance Materials 46,265 33,014 50,000 48,000 (4.0%) 48,000
4210 Books & Periodicals - - 100 100 0.0% 100
4240 Uniforms & Clothing 5,438 5,439 5,000 5,500 10.0% 5,500
4260 Small Tools & Equipment 2,733 2,758 2,500 2,700 8.0% 2,700
* Total Materials & Supplies 95,257 102,710 112,600 113,300 0.6% 113,300
4300 Fees, Services 3,256 9,353 2,500 3,500 40.0% 3,500
4310 Telephone 4,120 5,128 5,200 5,200 0.0% 5,200
4340 Printing & Publishing - 63 300 300 0.0% 300
4350 Cleaning & Waste Removal 969 2,051 1,000 2,000 100.0% 2,000
4360 Subscriptions & Memberships - - 200 200 0.0% 200
4370 Travel & Training 1,377 1,589 1,600 1,600 0.0% 1,600
4410 Rental-Equipment 844 8,383 1,000 3,000 200.0% 3,000
4440 License & Registration 513 5 500 500 0.0% 500
4510 Repair & Maintenance-Building - 450 100 100 0.0% 100
4520 Repair & Maintenance-Vehicles 756 200 1,000 800 (20.0%) 800
4530 Repair & Maintenance-Equip 500 650 1,500 700 (53.3%) 700
4540 Repair & Maintenance-Streets 6,757 6,875 5,000 6,500 30.0% 6,500
4560 Repair & Maintenance-Signs 8,621 11,850 11,000 11,000 0.0% 12,000
* Total Contractual Services 27,712 46,597 30,900 35,400 14.6% 36,400
** Total Street Maintenance 853,577 931,096 996,900 1,015,100 1.8% 1,055,400
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 General Fund Budget
Street Maintenance (1320)
41
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. 2019 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.
42
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4120 Supplies-Equipment 2,785 4,679 2,000 3,000 50.0% 3,500
* Total Materials & Supplies 2,785 4,679 2,000 3,000 50.0% 3,500
4300 Fees, Services - 2,166 1,000 1,000 0.0% 1,000
4310 Telephone 360 360 500 500 0.0% 500
4320 Utilities 326,178 320,328 329,000 323,000 (1.8%) 323,000
4565 Repair & Maintenance-Light/Signal 30,239 31,664 24,000 30,000 25.0% 33,000
* Total Contractual Services 356,778 354,518 354,500 354,500 0.0% 357,500
** Total Street Lighting and Signals 359,562 359,197 356,500 357,500 0.3% 361,000
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 General Fund Budget
Street Lighting and Signals (1350)
43
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. 2019 Goals
Continue to look at making fleet more fuel-efficient.
Evaluate if state fuel contract is still more cost effective than local open market procurement.
Successfully implement new fleet software.
Successfully complete procurement of 2019 CIP equipment and vehicles.
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
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
44
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 198,243 206,685 210,800 217,100 3.0% 223,700
4011 Overtime-Reg 5,514 4,771 5,000 5,000 0.0% 5,000
4020 Salaries & Wages-Temp 1,129 4,182 5,000 5,000 0.0% 5,000
4030 Contributions-Retirement 29,259 30,569 32,000 33,000 3.1% 34,000
4040 Contributions-Insurance 36,597 40,026 47,200 48,300 2.3% 54,200
4050 Workers Compensation 8,927 9,266 11,400 11,000 (3.5%) 13,000
* Total Personal Services 279,669 295,498 311,400 319,400 2.6% 334,900
4120 Supplies-Equipment 1,638 1,610 2,000 2,000 0.0% 2,000
4140 Supplies-Vehicles 82 48 600 200 (66.7%) 200
4150 Maintenance Materials 1,147 113 600 600 0.0% 600
4170 Motor Fuels & Lubricants 110,112 144,222 170,000 165,000 (2.9%) 165,000
4240 Uniforms & Clothing 1,003 1,055 1,200 1,200 0.0% 1,200
4260 Small Tools & Equipment 2,848 2,605 3,000 3,000 0.0% 3,000
* Total Materials & Supplies 116,829 149,654 177,400 172,000 (3.0%) 172,000
4300 Fees, Services 5,664 4,798 2,500 5,000 100.0% 5,000
4310 Telephone 2,456 2,432 3,000 2,500 (16.7%) 2,500
4320 Utilities 31,170 32,540 32,000 32,000 0.0% 32,000
4350 Cleaning & Waste Removal 4,825 5,145 5,500 5,500 0.0% 5,500
4360 Subscriptions & Memberships 37 40 200 200 0.0% 200
4370 Travel & Training 118 691 800 800 0.0% 800
4440 License & Registration 93 - 300 300 0.0% 300
4510 Repair & Maintenance-Building 9,007 12,451 10,000 12,000 20.0% 12,000
4530 Repair & Maintenance-Equip 2,447 8,798 3,500 3,500 0.0% 3,500
4933 Sales Tax 141 - - - 0.0%-
* Total Contractual Services 55,958 66,895 57,800 61,800 6.9% 61,800
4703 Office Equipment - - 500 500 0.0% 500
4705 Other Equipment 4,743 6,761 5,000 5,000 0.0% 5,000
* Total Capital Outlay 4,743 6,761 5,500 5,500 0.0% 5,500
** Total Fleet Department 457,199 518,808 552,100 558,700 1.2% 574,200
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 General Fund Budget
Fleet Department (1370)
45
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. 2019 Goals
Finalize the update for the 2040 Comprehensive Plan, including the public hearing process.
Review development applications in a timely manner.
46
2018 to
2016 2017 2018 2019 2019 2020
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 1,149 1,090 1,000 1,000 0.0% 1,000
4360 Subscriptions & Memberships - - 200 200 0.0% 200
4370 Travel & Training 11 249 300 300 0.0% 300
* Total Contractual Services 1,160 1,338 1,500 1,500 0.0% 1,500
** Total Planning Commission 1,160 1,338 1,700 1,700 0.0% 1,700
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 General Fund Budget
Planning Commission (1410)
47
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.
MEMBERSHIPS
o American Planning Association – This organization provides educational opportunities to apply credits towards the American Institute of Certified Planners license requirements, as well as updating skills at national and local conferences and webinars. This also allows staff to keep up to date with best practices through the Planning Magazine.
o Urban Land Institute – Through this organization we have access to an expanding library of member-generated content and ideas, case studies and online reports. There are also educational opportunities to fulfill the American Institute of Certified Planners license requirements. 2019 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 2018
Actual
2019
Budget
2020
Budget
2021
Budget Community Development Director .80 .80 .80 .80 Senior Planner 1.75 1.75 1.75 1.75 Associate Planner 0 1 1 1 Assistant Planner 1 0 0 0 Senior Admin Support Specialist .80 1 1 1 Total 4.35 4.55 4.55 4.55
48
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 320,925 339,898 353,000 403,400 14.3% 415,500
4011 Overtime-Reg 1,348 - - - 0.0%-
4030 Contributions-Retirement 45,870 48,624 53,500 61,000 14.0% 63,000
4040 Contributions-Insurance 56,502 62,321 73,000 61,000 (16.4%) 68,200
4050 Workers Compensation 2,390 2,860 3,200 3,800 18.8% 4,200
* Total Personal Services 427,035 453,704 482,700 529,200 9.6% 550,900
4120 Supplies-Equipment 97 62 300 300 0.0% 300
4140 Supplies-Vehicles 22 441 100 100 0.0% 100
* Total Materials & Supplies 118 503 400 400 0.0% 400
4300 Fees, Services 2,270 37,392 5,000 5,000 0.0% 5,000
4360 Subscriptions & Memberships 408 909 800 800 0.0% 800
4370 Travel & Training 5,083 3,722 5,500 5,500 0.0% 5,500
* Total Contractual Services 7,762 42,024 11,300 11,300 0.0% 11,300
** Total Planning Administration 434,915 496,230 494,400 540,900 9.4% 562,600
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
4010 Salaries & Wages-Reg Wages includes transition of Assistant Planner position to Associate Planner.
2020
2019 General Fund Budget
Planning Administration (1420)
49
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. 2019 Goals
Continue to work on implementation of action plan to raise awareness of Alzheimer’s in Chanhassen.
Continue to look for partners to expand senior outreach in the community.
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
Budget Senior Planner .25 .25 .25 .25 Total .25 .25 .25 .25
50
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 20,907 21,852 22,100 22,600 2.3% 23,300
4030 Contributions-Retirement 3,074 3,220 3,400 3,500 2.9% 3,500
4040 Contributions-Insurance 2,267 2,481 2,900 2,900 0.0% 3,200
4050 Workers Compensation 155 182 200 200 0.0% 200
* Total Personal Services 26,403 27,735 28,600 29,200 2.1% 30,200
4300 Fees, Services 9,010 14,240 9,000 10,000 11.1% 14,000
4370 Travel & Training - 295 200 200 0.0% 200
4375 Promotional Expense 320 984 500 800 60.0% 800
* Total Contractual Services 9,329 15,519 9,700 11,000 13.4% 15,000
** Total Senior Commission 35,733 43,254 38,300 40,200 5.0% 45,200
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 General Fund Budget
Senior Commission (1430)
51
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. 2019 Goals
Successfully complete the 2019 Park and Trail Acquisition and Development Capital Improvement Plan.
On behalf of the City Council, prepare the 2018 Park and Recreation Annual Report.
52
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4130 Supplies-Program - - 100 100 0.0% 100
4210 Books & Periodicals - - 100 100 0.0% 100
* Total Materials & Supplies - - 200 200 0.0% 200
4340 Printing & Publishing - - 100 100 0.0% 100
4360 Subscriptions & Memberships - - 500 500 0.0% 500
4370 Travel & Training 325 175 400 400 0.0% 400
* Total Contractual Services 325 175 1,000 1,000 0.0% 1,000
** Total Park and Rec Commission 325 175 1,200 1,200 0.0% 1,200
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 General Fund Budget
Park and Recreation Commission (1510)
53
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.
MEMBERSHIP
o National and Minnesota Park and Recreation Associations – The benefits of these organizations include advocacy, networking, education, research and reduced fees. 2019 Goals
Manage successful completion of 2019 Park and Trail CIP.
Help guide the subdivision resulting in the proposed expansion of Lake Ann Park.
Represent the city’s interest in the completion of a pedestrian trail to the Arboretum.
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
Budget Park and Recreation Director 1 1 1 1 Administrative Support/ Communication Specialist 1 1 1 1 Total 2 2 2 2
54
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 161,579 172,863 174,500 182,300 4.5% 187,700
4030 Contributions-Retirement 23,446 25,112 26,400 27,600 4.5% 28,400
4040 Contributions-Insurance 23,414 26,993 37,000 38,900 5.1% 43,700
4050 Workers Compensation 1,195 1,452 1,600 1,800 12.5% 2,000
* Total Personal Services 209,635 226,420 239,500 250,600 4.6% 261,800
4120 Supplies-Equipment - 16 100 100 0.0% 100
4130 Supplies-Program - - 100 100 0.0% 100
* Total Materials & Supplies - 16 200 200 0.0% 200
4300 Fees, Services - 828 200 300 50.0% 300
4310 Telephone 721 617 900 700 (22.2%) 700
4360 Subscriptions & Memberships 2,903 3,448 2,900 3,100 6.9% 3,100
4370 Travel & Training 1,225 1,821 1,800 1,800 0.0% 1,800
4380 Mileage- - 100 100 0.0% 100
* Total Contractual Services 4,849 6,713 5,900 6,000 1.7% 6,000
** Total Park and Rec Admin. 214,483 233,149 245,600 256,800 4.6% 268,000
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 General Fund Budget
Park and Recreation Administration (1520)
55
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. 2019 Goals
Work with Senior Center Coordinator to create an intergenerational activity to promote health and fitness.
Increase Dance for Fun Ballet & Creative Movement and Ballet/Tap by 5 students.
Assist in the onboarding process of the new Recreation Supervisor.
Simplify Rec Center facility reservation process for requesting reservations.
With Recreation Superintendent, secure a sponsor and expand the Chanhassen Summer Pickleball Tournament.
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
Budget Recreation Center Manager 1 1 1 1 Total 1 1 1 1
56
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 61,765 64,313 66,400 68,100 2.6% 70,200
4020 Salaries & Wages-Temp 101,768 97,000 115,000 113,000 (1.7%) 115,000
4030 Contributions-Retirement 24,105 24,008 28,500 30,000 5.3% 32,000
4040 Contributions-Insurance 8,995 9,848 11,300 11,600 2.7% 13,000
4050 Workers Compensation 6,869 9,909 8,200 10,500 28.0% 11,000
* Total Personal Services 203,502 205,079 229,400 233,200 1.7% 241,200
4120 Supplies-Equipment 726 1,358 2,000 1,600 (20.0%) 1,800
4130 Supplies-Program 14,846 13,066 20,000 15,000 (25.0%) 16,000
4150 Maintenance Materials 237 450 500 500 0.0% 500
4240 Uniforms & Clothing 438 631 500 600 20.0% 600
* Total Materials & Supplies 16,248 15,505 23,000 17,700 (23.0%) 18,900
4300 Fees, Services 59,162 50,812 50,000 52,000 4.0% 54,000
4310 Telephone 617 917 1,000 1,000 0.0% 1,000
4320 Utilities 33,875 35,409 37,000 37,000 0.0% 37,000
4360 Subscriptions & Memberships 348 351 300 400 33.3% 400
4370 Travel & Training 275 15 400 400 0.0% 400
4375 Promotional Expense 654 700 800 800 0.0% 800
4510 Repair & Maintenance-Building 3,659 1,978 2,500 2,500 0.0% 2,500
4530 Repair & Maintenance-Equip 1,532 1,653 1,800 1,800 0.0% 1,800
* Total Contractual Services 100,123 91,834 93,800 95,900 2.2% 97,900
** Total Recreation Center 319,873 312,419 346,200 346,800 0.2% 358,000
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 General Fund Budget
Recreation Center (1530)
57
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. 2019 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.
58
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4020 Salaries & Wages-Temp 9,110 8,164 10,700 10,700 0.0% 11,500
4030 Contributions-Retirement 697 625 900 700 (22.2%) 700
4050 Workers Compensation 289 500 600 600 0.0% 700
* Total Personal Services 10,096 9,288 12,200 12,000 (1.6%) 12,900
4130 Supplies-Program 8,433 10,477 9,000 9,000 0.0% 9,000
4240 Uniforms & Clothing 200 200 200 200 0.0% 200
* Total Materials & Supplies 8,633 10,677 9,200 9,200 0.0% 9,200
4300 Fees, Services 32,349 35,341 34,500 35,000 1.4% 36,000
4310 Telephone 1,145 1,288 1,200 1,200 0.0% 1,200
4320 Utilities 12,947 10,765 13,000 11,000 (15.4%) 11,000
4340 Printing & Publishing 428 214 400 400 0.0% 400
* Total Contractual Services 46,868 47,607 49,100 47,600 (3.1%) 48,600
** Total Lake Ann Park Operations 65,597 67,573 70,500 68,800 (2.4%) 70,700
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 General Fund Budget
Lake Ann Park Operations (1540)
59
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. 2019 Goals
Implement Park System Master Plan.
Tennis court refurbishment at Lake Susan Park, South Lotus Lake Park and Chanhassen Recreation Center.
Integrate Cartegraph asset management program into maintenance division.
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
Budget Park Superintendent 1 1 1 1 Park Lead 1 1 1 1 Heavy Equipment Operator 1 0 0 0 Park Operator 4 5 5 5 Public Works Secretary .25 .25 .25 .25 Total 7.25 7.25 7.25 7.25
60
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 479,890 489,295 490,400 457,100 (6.8%) 470,900
4011 Overtime-Reg 32,631 32,956 25,000 30,000 20.0% 32,000
4020 Salaries & Wages-Temp 114,904 112,282 121,000 118,000 (2.5%) 120,000
4021 Overtime-Temp 5,211 3,829 5,000 5,000 0.0% 5,000
4030 Contributions-Retirement 85,025 83,513 88,000 88,000 0.0% 94,000
4040 Contributions-Insurance 76,977 78,394 87,000 84,000 (3.4%) 93,400
4050 Workers Compensation 26,127 36,995 32,000 39,000 21.9% 42,000
4060 Unemployment 864 - - - 0.0%-
* Total Personal Services 821,630 837,263 848,400 821,100 (3.2%) 857,300
4120 Supplies-Equipment 38,744 45,221 40,000 40,000 0.0% 40,000
4140 Supplies-Vehicles 2,852 11,122 3,000 5,000 66.7% 5,000
4150 Maintenance Materials 26,479 21,561 30,000 27,000 (10.0%) 27,000
4151 Irrigation Materials 3,200 3,967 5,000 5,000 0.0% 5,000
4240 Uniforms & Clothing 1,295 2,453 2,200 2,600 18.2% 2,600
4260 Small Tools & Equipment 2,822 2,032 600 1,200 100.0% 1,200
* Total Materials & Supplies 75,393 86,356 80,800 80,800 0.0% 80,800
4300 Fees, Services 28,322 52,825 43,000 43,000 0.0% 43,000
4310 Telephone 4,512 5,813 5,100 5,900 15.7% 5,900
4320 Utilities 4,584 4,796 5,000 4,800 (4.0%) 4,800
4340 Printing & Publishing - 105 200 200 0.0% 200
4350 Cleaning & Waste Removal 3,474 3,591 4,000 3,700 (7.5%) 3,700
4360 Subscriptions & Memberships 10 - 400 400 0.0% 400
4370 Travel & Training 501 2,537 600 1,000 66.7% 1,000
4400 Rental-Land & Buildings 29,347 29,984 34,000 36,000 5.9% 36,000
4410 Rental-Equipment 250 1,274 700 700 0.0% 700
4440 License & Registration 429 44 300 300 0.0% 300
4510 Repair & Maintenance-Building 759 5,073 1,700 1,700 0.0% 1,700
4520 Repair & Maintenance-Vehicles - 2,387 100 100 0.0% 100
4530 Repair & Maintenance-Equip 640 8,889 1,000 1,000 0.0% 1,000
4560 Repair & Maintenance-Signs 2,093 754 5,000 2,000 (60.0%) 2,000
* Total Contractual Services 74,921 118,073 101,100 100,800 (0.3%) 100,800
4705 Other Equipment 977 - - - 0.0%-
* Total Capital Outlay 977 - - - 0.0%-
** Total Park Maintenance 972,921 1,041,692 1,030,300 1,002,700 (2.7%) 1,038,900
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
4400 Rental-Land & Buildings Increase in portable restroom contract.
2020
2019 General Fund Budget
Park Maintenance (1550)
61
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. 2019 Goals
Develop new community partnerships for increased visibility, programming and financial sponsorship.
Expand in house Dementia programs, including Caregiver Support and a Memory Café.
Promote Senior Center programs through specialized outreach; submission of Senior Center articles for publication in The Chanhassen Villager; creation of a general Senior Center brochure.
Explore opportunities for intergenerational programming with local schools, the Chanhassen Recreation Center and arts programming centers.
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
Budget Senior Center Coordinator 1 1 1 1 Total 1 1 1 1
62
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 44,535 64,425 66,000 56,200 (14.8%) 57,900
4030 Contributions-Retirement 6,720 9,772 10,000 8,600 (14.0%) 8,800
4040 Contributions-Insurance 295 3,536 3,500 19,300 451.4% 21,700
4050 Workers Compensation 339 535 600 600 0.0% 600
* Total Personal Services 51,889 78,268 80,100 84,700 5.7% 89,000
4120 Supplies-Equipment 56 41 300 300 0.0% 300
4130 Supplies-Program 2,483 4,431 4,000 4,000 0.0% 4,000
* Total Materials & Supplies 2,540 4,472 4,300 4,300 0.0% 4,300
4300 Fees, Services 30,856 34,713 29,000 32,000 10.3% 33,000
4350 Cleaning & Waste Removal 95 95 100 100 0.0% 100
4360 Subscriptions & Memberships 107 110 100 100 0.0% 100
4370 Travel & Training 99 222 300 300 0.0% 300
4375 Promotional Expense - 60 100 100 0.0% 100
4380 Mileage- - 100 100 0.0% 100
* Total Contractual Services 31,157 35,200 29,700 32,700 10.1% 33,700
** Total Senior Citizens Center 85,585 117,940 114,100 121,700 6.7% 127,000
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
4300 Fees, Services Increase in contractual services for increased demand in programming.
2020
2019 General Fund Budget
Senior Citizens Center (1560)
63
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. 2019 Goals
Operate Summer Discovery Playground Program as a revenue generating program.
Continue to provide positive experiences for our residents attending community events.
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
Budget Recreation Superintendent .80 .90 .90 .90 Recreation Supervisor .80 .90 .90 .90 Total 1.60 1.80 1.80 1.80
64
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 98,490 103,215 105,300 121,860 15.7% 125,500
4020 Salaries & Wages-Temp 56,230 64,368 71,000 68,000 (4.2%) 71,000
4021 Overtime-Temp 1,272 402 1,000 1,000 0.0% 1,000
4030 Contributions-Retirement 19,207 20,434 22,000 27,000 22.7% 26,000
4040 Contributions-Insurance 10,026 10,720 12,000 28,000 133.3% 31,300
4050 Workers Compensation 3,045 4,802 3,600 5,000 38.9% 5,400
* Total Personal Services 188,269 203,942 214,900 250,860 16.7% 260,200
4120 Supplies-Equipment 2,321 2,019 2,500 2,500 0.0% 2,500
4130 Supplies-Program 15,524 22,063 17,000 18,000 5.9% 18,000
4240 Uniforms & Clothing 1,575 2,035 1,600 1,700 6.3% 1,700
* Total Materials & Supplies 19,420 26,117 21,100 22,200 5.2% 22,200
4300 Fees, Services 61,653 65,606 64,000 66,600 4.1% 66,600
4310 Telephone 2,140 2,155 2,700 2,200 (18.5%) 2,200
4320 Utilities 3,718 4,660 4,000 4,600 15.0% 4,600
4340 Printing & Publishing 9,409 9,683 6,600 7,500 13.6% 8,000
4370 Travel & Training 414 507 500 500 0.0% 500
4380 Mileage- - 100 100 0.0% 100
4400 Rental-Land & Buildings 5,999 8,303 6,200 7,000 12.9% 7,000
4410 Rental-Equipment 25,108 32,412 32,000 32,000 0.0% 32,000
* Total Contractual Services 108,439 123,325 116,100 120,500 3.8% 121,000
** Total Recreation Programs 316,128 353,384 352,100 393,560 11.8% 403,400
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
4010 Salaries & Wages-Reg Wage allocation between Self Supporting Programs and Recreation Programs adjusted to
reflect actual time spent on the programs in each dept. Net impact to the Gen Fund is zero.
2020
2019 General Fund Budget
Recreation Programs (1600)
65
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. 2019 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 2018
Actual
2019
Budget
2020
Budget
2021
Budget Recreation Superintendent .20 .10 .10 .10 Recreation Supervisor .20 .10 .10 .10 Total .40 .20 .20 .20
66
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 24,624 25,806 26,300 13,600 (48.3%) 14,000
4020 Salaries & Wages-Temp 1,950 1,950 2,400 2,200 (8.3%) 2,200
4030 Contributions-Retirement 3,851 4,020 4,200 2,100 (50.0%) 2,200
4040 Contributions-Insurance 2,472 2,645 3,000 3,100 3.3% 3,200
4050 Workers Compensation 267 337 400 400 0.0% 400
* Total Personal Services 33,164 34,757 36,300 21,400 (41.0%) 22,000
4130 Supplies-Program 4,142 4,283 4,500 4,500 0.0% 4,500
* Total Materials & Supplies 4,142 4,283 4,500 4,500 0.0% 4,500
4300 Fees, Services 11,766 11,573 15,000 12,500 (16.7%) 13,000
* Total Contractual Services 11,766 11,573 15,000 12,500 (16.7%) 13,000
** Total Self‐Supporting Programs 49,071 50,614 55,800 38,400 (31.2%) 39,500
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
4010 Salaries & Wages-Reg Wage allocation between Self Supporting Programs and Recreation Programs adjusted to
reflect actual time spent on the programs in each dept. Net impact to the Gen Fund is zero.
2020
2019 General Fund Budget
Self‐Supporting Programs (1700)
67
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. 2019 Goals
Create a training program for Rec Sports Leaders to better prepare them for coaching.
Increase participation numbers by 10 in each category; Small Fry, Lil’ Star, and After School Sports.
Create a communication plan for each session to inform parents of upcoming sports programs and child’s progress.
Update all lesson plans in the G drive and create a physical binder with all offerings with lesson plans, pictures and staff training manual.
68
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4020 Salaries & Wages-Temp 21,370 23,393 25,500 26,000 2.0% 26,500
4030 Contributions-Retirement 2,302 2,438 2,700 2,800 3.7% 2,800
4050 Workers Compensation 899 1,481 1,100 1,600 45.5% 1,700
* Total Personal Services 24,571 27,311 29,300 30,400 3.8% 31,000
4120 Supplies-Equipment - 82 - - 0.0%-
4130 Supplies-Program 3,309 2,438 2,500 2,500 0.0% 2,500
4240 Uniforms & Clothing 4,852 5,427 5,400 5,400 0.0% 5,400
* Total Materials & Supplies 8,161 7,947 7,900 7,900 0.0% 7,900
4375 Promotional Expenses - - 300 300 0.0%-
* Total Contractual Services - - 300 300 0.0%-
** Total Recreation Sports 32,732 35,258 37,500 38,600 2.9% 38,900
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 General Fund Budget
Recreation Sports (1800)
69
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70
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.
71
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. 2019 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 2019.
72
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
Revenue
3801 Interest Earnings 266 324 - - 0.0%-
3807 Donations 36,527 41,603 38,000 38,000 0.0% 38,000
3903 Refunds/Reimbursements - 104 - - 0.0%-
* Total Other Revenue 36,792 42,031 38,000 38,000 0.0% 38,000
** Total Revenue 36,792 42,031 38,000 38,000 0.0%38,000
Expenditures
4030 Retirement Contributions - 3,383 - 3,500 100.0% 3,700
* Total Contractual Services - 3,383 - 3,500 100.0% 3,700
4370 Travel & Training 16,670 46,082 46,000 48,000 4.3% 48,000
* Total Contractual Services 16,670 46,082 46,000 48,000 4.3% 48,000
4705 Other Equipment 5,900 4,516 - - 0.0%-
* Total Capital Outlay 5,900 4,516 - - 0.0%-
** Total Expenditures 22,570 53,981 46,000 51,500 12.0% 51,700
Revenue Over/(Under) Expenditures 14,223 (11,949) (8,000) (13,500) (13,700)
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 Special Revenue Funds
201 10% Charitable Contribution
73
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. 2019 Goals
Monitor grave sales and maintenance costs and adjust any budget line items accordingly in future years.
Repair existing foundations/monuments/markers that have settled or are in disrepair.
Consider installing markers to identify currently unmarked occupied graves.
74
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
Revenue
3670 Internment Fee 450 750 900 700 (22.2%) 700
* Total General Property Tax 450 750 900 700 (22.2%) 700
3801 Interest Earnings 167 279 100 200 100.0% 200
3804 Land Sale 25,400 3,400 3,000 3,000 0.0% 3,000
3807 Donations - 349 - - 0.0%-
* Total Other Revenue 25,567 4,028 3,100 3,200 3.2% 3,200
** Total Revenue 26,017 4,778 4,000 3,900 (2.5%) 3,900
Expenditures
4300 Fees, Services 1,104 1,963 3,000 2,200 (26.7%) 2,400
4350 Cleaning & Waste Removal - - 500 500 0.0% 500
* Total Contractual Services 1,104 1,963 3,500 2,700 (22.9%) 2,900
** Total Expenditures 1,104 1,963 3,500 2,700 (22.9%) 2,900
Revenue Over/(Under) Expenditures 24,912 2,815 500 1,200 1,000
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 Special Revenue Funds
202 Cemetery
75
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 on Channel 8, and posted on the City website for reviewing within 24 hours of each meeting.
PUBLIC INFORMATION BOARD – Operate a bulletin board that advertises events and important information on behalf of the city, library, schools, and area non-profits. 2019 Goals
Continue to improve broadcast experience for home viewers.
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
Budget Assistant City Manager .25 .25 .25 .25 City Recorder 1 1 1 1 Total 1.25 1.25 1.25 1.25
76
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
Revenue
3080 Franchise Fees 194,082 187,802 195,000 190,000 (2.6%) 190,000
* Total General Property Tax 194,082 187,802 195,000 190,000 (2.6%) 190,000
3801 Interest Earnings 2,371 3,326 2,000 2,000 0.0% 2,000
3903 Refunds/Reimbursements 249 - - - 0.0%-
* Total Other Revenue 2,620 3,326 2,000 2,000 0.0% 2,000
** Total Revenue 196,702 191,129 197,000 192,000 (2.5%) 192,000
Expenditures
4010 Salaries & Wages-Reg 78,245 82,014 82,000 87,600 6.8% 90,200
4011 Overtime-Reg 464 - - - 0.0%-
4030 Contributions-Retirement 11,805 12,244 12,500 13,300 6.4% 13,700
4040 Contributions-Insurance 11,244 12,314 13,500 14,500 7.4% 16,300
4050 Workers Compensation 591 695 600 800 33.3% 900
* Total Personal Services 102,350 107,267 108,600 116,200 7.0% 121,100
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 62,665 29,595 30,000 30,000 0.0% 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 64,765 31,095 32,300 32,300 0.0% 32,300
4705 Other Equipment 4,557 - 15,000 15,000 0.0% 15,000
* Total Capital Outlay 4,557 - 15,000 15,000 0.0% 15,000
** Total Expenditures 171,671 138,362 160,900 168,500 4.7% 173,400
Revenue Over/(Under) Expenditures 25,031 52,767 36,100 23,500 18,600
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 Special Revenue Funds
210 Cable TV
77
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78
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.
79
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
3661 Water Usage 2,626,645 2,824,929 2,600,000 2,800,000 7.7% 2,850,000
3662 Utility Penalties 54,923 49,705 65,000 55,000 (15.4%) 55,000
3664 Sale of Meters & Parts 20,257 33,653 45,000 35,000 (22.2%) 35,000
3666 Bulk Water Sales 3,786 3,197 5,000 4,000 (20.0%) 4,000
3806 Hook Up Fees 973,128 688,257 1,000,000 800,000 (20.0%) 800,000
3808 Insurance Reimbursements - 1,128 - - 0.0%-
* Total Current Services 3,678,739 3,600,869 3,715,000 3,694,000 (0.6%) 3,744,000
3801 Interest Earnings 42,119 47,939 50,000 50,000 0.0% 50,000
3903 Refunds/Reimbursements 4,963 4,076 5,000 5,000 0.0% 5,000
3980 Cash Short/Over 0 (0) - - 0.0%-
* Total Other Revenue 47,082 52,015 55,000 55,000 0.0% 55,000
** Total Revenue 3,725,821 3,652,884 3,770,000 3,749,000 (0.6%) 3,799,000
Revenue Over/(Under) Expenditures 2,055,254 1,883,570 1,780,900 1,665,500 1,674,100
2019 Enterprise Funds
700 Water Utility Revenue
80
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 438,813 510,645 507,000 525,000 3.6% 534,000
4011 Overtime-Reg 18,018 27,268 25,000 25,000 0.0% 25,000
4012 Stand-By Pay 6,729 6,956 7,000 7,000 0.0% 7,000
4020 Salaries & Wages-Temp 11,296 18,464 24,000 22,000 (8.3%) 22,000
4021 Overtime-Temp 96 186 1,000 500 (50.0%) 500
4030 Contributions-Retirement 98,225 94,687 101,400 105,800 4.3% 105,000
4040 Contributions-Insurance 74,687 97,745 124,700 123,000 (1.4%) 138,000
4050 Workers Compensation 17,427 22,332 18,000 24,000 33.3% 26,000
4060 Unemployment 56 561 - - 0.0%-
* Total Personal Services 665,346 778,843 808,100 832,300 3.0% 857,500
4120 Supplies-Equipment 14,357 14,740 16,000 17,800 11.3% 18,000
4140 Supplies-Vehicles 2,438 6,073 3,500 4,000 14.3% 4,000
4150 Maintenance Materials 26,115 20,742 29,000 31,000 6.9% 31,000
4160 Chemicals 86,663 135,230 188,000 251,000 33.5% 267,000
4170 Motor Fuels & Lubricants 9,671 14,420 15,000 15,000 0.0% 15,000
4240 Uniforms & Clothing 1,673 3,759 2,400 4,000 66.7% 4,000
4250 Merchandise for Resale 95,605 64,535 110,000 90,000 (18.2%) 90,000
4260 Small Tools & Equipment 4,652 4,394 3,000 4,000 33.3% 4,000
* Total Materials & Supplies 241,173 263,894 366,900 416,800 13.6% 433,000
4300 Fees, Services 122,732 77,762 82,000 82,000 0.0% 82,000
4301 Auditing 7,200 7,200 7,200 7,200 0.0% 7,200
4310 Telephone 8,964 11,200 13,600 14,400 5.9% 14,400
4320 Utilities 237,947 243,451 312,000 323,000 3.5% 323,000
4330 Postage 6,949 5,971 8,000 7,000 (12.5%) 7,000
4340 Printing & Publishing 2,385 1,893 2,000 2,000 0.0% 2,000
4350 Cleaning & Waste Removal 1,030 749 800 800 0.0% 800
4360 Subscriptions & Memberships 2,540 721 1,000 1,000 0.0% 1,000
4370 Travel & Training 5,192 5,657 4,000 5,500 37.5% 5,500
4410 Rental-Equipment 1,892 3,095 5,000 3,000 (40.0%) 3,000
4483 Insurance-General Liability 20,000 20,000 20,000 20,000 0.0% 20,000
4509 Remit to Other Agencies 52,383 52,460 53,000 53,000 0.0% 53,000
4510 Repair & Maintenance-Building 14,485 7,811 13,000 13,000 0.0% 13,000
4520 Repair & Maintenance-Vehicles 247 64 1,500 1,500 0.0% 1,500
4530 Repair & Maintenance-Equip 62,895 64,303 71,000 73,000 2.8% 73,000
4550 Repair & Maintenance-Water 139,183 151,065 135,000 148,000 9.6% 148,000
4552 Emergency Repairs-Water 78,024 73,177 85,000 80,000 (5.9%) 80,000
* Total Contractual Services 764,048 726,578 814,100 834,400 2.5% 834,400
** Total Expenditures 1,670,567 1,769,314 1,989,100 2,083,500 4.7% 2,124,900
2019 Enterprise Funds
700 Water Utility Expenditures
Summary (Total of 7000, 7019 and 7043)
81
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. 2019 Goals
Meet water demands for community.
Ramp up hydrant painting program.
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
Budget City Manager .10 .10 .10 .10 Public Works Director/City Engineer .10 .10 .10 .10 Finance Director .10 .10 .10 .10 MIS Coordinator .10 .10 .10 .10 Utility Superintendent .50 .50 .50 .50 Equipment Superintendent .05 .05 .05 .05 Assistant City Engineer .05 .05 .05 .05 Utility Lead .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 .25 .25 .25 .25 Mechanic .10 .10 .10 .10 PC Support Technician .10 .10 .10 .10 Account Clerk .33 .33 .33 .33 Senior Admin Support Specialist .04 .04 .04 .04 Public Works Secretary .125 .125 .125 .125 Total 7.495 7.495 7.495 7.495
82
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 438,813 510,645 507,000 525,000 3.6% 534,000
4011 Overtime-Reg 18,018 27,268 25,000 25,000 0.0% 25,000
4012 Stand-By Pay 6,729 6,956 7,000 7,000 0.0% 7,000
4020 Salaries & Wages-Temp 11,296 18,464 24,000 22,000 (8.3%) 22,000
4021 Overtime-Temp 96 186 1,000 500 (50.0%) 500
4030 Contributions-Retirement 98,225 94,687 101,400 105,800 4.3% 105,000
4040 Contributions-Insurance 74,687 97,745 124,700 123,000 (1.4%) 138,000
4050 Workers Compensation 17,427 22,332 18,000 24,000 33.3% 26,000
4060 Unemployment 56 561 -- 0.0%-
* Total Personal Services 665,346 778,843 808,100 832,300 3.0% 857,500
4120 Supplies-Equipment 11,605 11,053 10,000 11,000 10.0% 11,000
4140 Supplies-Vehicles 2,438 6,073 3,500 4,000 14.3% 4,000
4150 Maintenance Materials 18,658 11,514 15,000 15,000 0.0% 15,000
4160 Chemicals 263 1,015 8,000 1,000 (87.5%) 1,000
4170 Motor Fuels & Lubricants 9,671 14,416 15,000 15,000 0.0% 15,000
4240 Uniforms & Clothing 1,673 3,759 2,400 4,000 66.7% 4,000
4250 Merchandise for Resale 95,605 64,535 110,000 90,000 (18.2%) 90,000
4260 Small Tools & Equipment 4,205 3,590 3,000 4,000 33.3% 4,000
* Total Materials & Supplies 144,118 115,954 166,900 144,000 (13.7%) 144,000
4300 Fees, Services 119,232 75,605 75,000 75,000 0.0% 75,000
4301 Auditing 7,200 7,200 7,200 7,200 0.0% 7,200
4310 Telephone 6,441 8,677 8,000 8,800 10.0% 8,800
4320 Utilities 161,717 165,424 160,000 170,000 6.3% 170,000
4330 Postage 6,949 5,971 8,000 7,000 (12.5%) 7,000
4340 Printing & Publishing 2,385 1,893 2,000 2,000 0.0% 2,000
4350 Cleaning & Waste Removal 1,030 749 800 800 0.0% 800
4360 Subscriptions & Memberships 2,540 721 1,000 1,000 0.0% 1,000
4370 Travel & Training 5,192 5,657 4,000 5,500 37.5% 5,500
4410 Rental-Equipment 1,892 3,095 5,000 3,000 (40.0%) 3,000
4483 Insurance-General Liability 20,000 20,000 20,000 20,000 0.0% 20,000
4509 Remit to Other Agencies 52,383 52,460 53,000 53,000 0.0% 53,000
4510 Repair & Maintenance-Building 11,373 3,729 4,000 4,000 0.0% 4,000
4520 Repair & Maintenance-Vehicles 247 64 1,500 1,500 0.0% 1,500
4530 Repair & Maintenance-Equip 47,191 42,906 46,000 46,000 0.0% 46,000
4550 Repair & Maintenance-Water 134,370 140,513 125,000 135,000 8.0% 135,000
4552 Emergency Repairs-Water 78,024 73,177 85,000 80,000 (5.9%) 80,000
* Total Contractual Services 658,164 607,841 605,500 619,800 2.4% 619,800
** Total Expenditures 1,467,629 1,502,638 1,580,500 1,596,100 1.0% 1,621,300
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 Enterprise Funds
700 Water Utility Expenditures
7000 Administration
83
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. 2019 Goals
Maintain water quality levels.
84
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4120 Supplies-Equipment 2,752 3,687 3,000 3,800 26.7% 4,000
4150 Maintenance Materials 7,457 9,228 7,000 9,000 28.6% 9,000
4160 Chemicals 86,400 134,216 90,000 130,000 44.4% 136,000
4170 Motor Fuels & Lubricants - 5 - - 0.0%-
4260 Small Tools & Equipment 446 805 - - 0.0%-
* Total Materials & Supplies 97,055 147,940 100,000 142,800 42.8% 149,000
4300 Fees, Services 3,500 2,156 3,500 3,500 0.0% 3,500
4310 Telephone 2,523 2,523 2,800 2,800 0.0% 2,800
4320 Utilities 76,231 78,026 77,000 78,000 1.3% 78,000
4510 Repair & Maintenance-Building 3,112 4,081 4,500 4,500 0.0% 4,500
4530 Repair & Maintenance-Equip 15,704 21,397 20,000 22,000 10.0% 22,000
4550 Repair & Maintenance-Water 4,813 10,552 5,000 8,000 60.0% 8,000
* Total Contractual Services 105,883 118,736 112,800 118,800 5.3% 118,800
** Total Expenditures 202,938 266,676 212,800 261,600 22.9% 267,800
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 Enterprise Funds
700 Water Utility Expenditures
7019 East Water Treatment Facility
85
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. 2019 Goals
Maintain water quality levels.
Ensure vegetation and landscaping becomes well established.
86
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4120 Supplies-Equipment - - 3,000 3,000 0.0% 3,000
4150 Maintenance Materials - - 7,000 7,000 0.0% 7,000
4160 Chemicals - - 90,000 120,000 33.3% 130,000
* Total Materials & Supplies - - 100,000 130,000 30.0% 140,000
4300 Fees, Services - - 3,500 3,500 0.0% 3,500
4310 Telephone - - 2,800 2,800 0.0% 2,800
4320 Utilities - - 75,000 75,000 0.0% 75,000
4510 Repair & Maintenance-Building - - 4,500 4,500 0.0% 4,500
4530 Repair & Maintenance-Equip - - 5,000 5,000 0.0% 5,000
4550 Repair & Maintenance-Water - - 5,000 5,000 0.0% 5,000
* Total Contractual Services - - 95,800 95,800 0.0% 95,800
** Total Expenditures ‐ ‐ 195,800 225,800 15.3% 235,800
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 Enterprise Funds
700 Water Utility Expenditures
7043 West Water Treatment Facility
87
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. 2019 Goals
Fully utilize Cartegraph software.
Continue to work on Inflow/Infiltration improvement projects.
Jet and clean one third of the city’s sewer pipes.
Investigate making sewer cleaning operation more efficient.
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
Budget City Manager .10 .10 .10 .10 Public Works Director/City Engineer .10 .10 .10 .10 Finance Director .10 .10 .10 .10 MIS Coordinator .10 .10 .10 .10 Utility Superintendent .50 .50 .50 .50 Equipment Superintendent .05 .05 .05 .05 Assistant City Engineer .05 .05 .05 .05 Utility Lead .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 .25 .25 .25 .25 Mechanic .10 .10 .10 .10 PC Support Technician .10 .10 .10 .10 Account Clerk .33 .33 .33 .33 Senior Admin Support Specialist .04 .04 .04 .04 Public Works Secretary .125 .125 .125 .125 Total 5.495 5.495 5.495 5.495
88
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
3660 Sewer Customers 2,552,679 2,699,906 2,550,000 2,700,000 5.9% 2,750,000
3662 Utility Penalties 56,120 55,060 58,000 57,000 (1.7%) 58,000
3806 Hook Up Fees 331,115 301,986 380,000 330,000 (13.2%) 350,000
3810 SAC Credits Retained - - - - 0.0%-
3811 Sewer Surcharge 10,275 9,075 15,000 10,000 (33.3%) 10,000
3813 Lift Station 32 Development 48,725 - - 0.0%-
* Total Current Services 2,998,914 3,066,027 3,003,000 3,097,000 3.1% 3,168,000
3801 Interest Earnings 29,550 39,218 40,000 40,000 0.0% 40,000
3903 Refunds/Reimbursements 219 192 - - 0.0%-
* Total Other Revenue 29,769 39,411 40,000 40,000 0.0% 40,000
** Total Revenue 3,028,683 3,105,438 3,043,000 3,137,000 3.1% 3,208,000
Revenue Over/(Under) Expenditures 827,994 740,227 298,900 338,600 272,900
2019 Enterprise Funds
701 Sewer Utility Revenue
89
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 268,372 305,501 386,700 375,500 (2.9%) 395,600
4011 Overtime-Reg 6,916 11,453 8,000 10,000 25.0% 10,000
4012 Stand-By Pay 6,729 6,956 7,000 7,000 0.0% 7,000
4020 Salaries & Wages-Temp 11,660 8,742 18,000 12,000 (33.3%) 12,000
4021 Overtime-Temp 126 142 - - 0.0%-
4030 Contributions-Retirement 65,913 59,633 77,000 77,000 0.0% 77,000
4040 Contributions-Insurance 49,071 57,904 87,000 76,700 (11.8%) 82,300
4050 Workers Compensation 13,190 16,112 15,000 17,000 13.3% 18,000
4060 Unemployment 56 561 - - 0.0%-
* Total Personal Services 422,032 467,003 598,700 575,200 (3.9%) 601,900
4120 Supplies-Equipment 9,523 5,356 5,000 6,000 20.0% 6,000
4140 Supplies-Vehicles 364 3,366 2,000 2,000 0.0% 2,000
4150 Maintenance Materials 10,261 10,840 12,000 12,000 0.0% 12,000
4160 Chemicals - 1,558 3,800 2,000 (47.4%) 2,000
4170 Motor Fuels & Lubricants 9,682 11,765 11,000 11,800 7.3% 11,800
4240 Uniforms & Clothing 1,320 2,276 2,000 2,500 25.0% 2,500
4260 Small Tools & Equipment 3,217 4,570 3,500 4,000 14.3% 4,000
* Total Materials & Supplies 34,366 39,730 39,300 40,300 2.5% 40,300
4300 Fees, Services 63,468 38,835 40,000 40,000 0.0% 40,000
4301 Auditing 7,200 7,000 7,000 7,000 0.0% 7,000
4310 Telephone 5,277 6,361 7,000 6,600 (5.7%) 6,600
4320 Utilities 61,774 69,830 70,000 70,000 0.0% 70,000
4330 Postage 6,459 5,839 8,000 7,000 (12.5%) 7,000
4340 Printing & Publishing 1,856 1,620 1,600 1,600 0.0% 1,600
4350 Cleaning & Waste Removal 688 643 - - 0.0%-
4360 Subscriptions & Memberships 50 25 400 100 (75.0%) 100
4370 Travel & Training 3,707 4,338 4,200 4,600 9.5% 4,600
4410 Rental-Equipment 1,730 2,045 500 1,500 200.0% 1,500
4483 Insurance-General Liability 20,000 20,000 20,000 20,000 0.0% 20,000
4509 Remit to Other Agencies 1,445,540 1,564,754 1,825,200 1,890,000 3.6% 2,000,000
4510 Repair & Maintenance-Building 3,532 557 4,200 3,500 (16.7%) 3,500
4520 Repair & Maintenance-Vehicles 212 - 1,000 1,000 0.0% 1,000
4530 Repair & Maintenance-Equip 26,023 33,312 26,000 30,000 15.4% 30,000
4551 Repair & Maintenance-Sewer 91,353 87,316 85,000 92,000 8.2% 92,000
4553 Emergency Repairs-Sewer 5,423 16,002 6,000 8,000 33.3% 8,000
* Total Contractual Services 1,744,291 1,858,477 2,106,100 2,182,900 3.6% 2,292,900
** Total Expenditures 2,200,689 2,365,211 2,744,100 2,798,400 2.0% 2,935,100
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 Enterprise Funds
701 Sewer Utility Expenditures
90
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91
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
3328 Wetland Alteration 828 1,066 - - 0.0%-
* Total Permits 828 1,066 - - 0.0%-
3520 Grants-County 33,258 2,162 3,500 3,000 (14.3%) 3,000
3533 Grants-Other 33,562 34,169 38,000 35,000 (7.9%) 35,000
* Total Intergovernmental Rev 66,820 36,330 41,500 38,000 (8.4%) 38,000
3640 Community Garden Plot Rental 1,975 2,100 1,900 2,000 5.3% 2,000
3650 Sale of Recyclables 296 248 - 300 100.0% 300
3660 Sewer Customers 665,364 693,552 665,000 700,000 5.3% 725,000
3662 Utility Penalties 13,932 12,492 14,000 14,000 0.0% 14,000
3806 Connection Charges 182,955 104,265 165,000 150,000 (9.1%) 150,000
* Total Current Services 864,523 812,657 845,900 866,300 2.4% 891,300
3801 Interest Earnings 8,009 11,577 10,000 10,000 0.0% 10,000
3903 Refunds and Reimbursements 1,804 50 - - 0.0%-
* Total Other Revenue 9,813 11,627 10,000 10,000 0.0% 10,000
** Total Revenue 941,984 861,681 897,400 914,300 1.9% 939,300
Revenue Over/(Under) Expenditures 411,869 274,743 268,600 261,500 223,700
2019 Enterprise Funds
720 Surface Water Management Revenue
Summary (Total of 7200, 7201, 7202 and 7205)
92
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 197,004 190,920 236,900 242,000 2.2% 249,000
4020 Salaries & Wages-Temp 1,740 7,287 1,000 5,000 400.0% 5,000
4030 Contributions-Retirement 44,105 35,470 36,000 37,000 2.8% 37,200
4040 Contributions-Insurance 31,046 37,463 53,800 57,800 7.4% 64,400
4050 Workers Compensation 1,572 1,312 1,400 1,400 0.0% 1,400
* Total Personal Services 275,466 272,452 329,100 343,200 4.3% 357,000
4120 Supplies-Equipment 1,600 123 3,000 1,600 (46.7%) 1,600
4130 Supplies-Program 29,810 13,697 43,600 48,600 11.5% 53,600
4150 Maintenance Materials 10,134 4,766 12,000 12,000 0.0% 12,000
4260 Small Tools & Equipment 97 -100 100 0.0% 100
* Total Materials & Supplies 41,641 18,586 58,700 62,300 6.1% 67,300
4300 Fees, Services 190,182 272,001 218,000 222,500 2.1% 266,500
4301 Auditing 4,600 4,600 4,600 4,600 0.0% 4,600
4310 Telephone and Communications 1,207 1,857 1,400 2,000 42.9% 2,000
4320 Utilities/Community Garden 823 1,514 1,000 1,000 0.0% 1,000
4340 Printing & Publishing 2,956 2,942 2,600 2,600 0.0% 2,600
4360 Subscriptions & Memberships 1,767 1,022 1,300 1,300 0.0% 1,300
4370 Travel & Training 2,493 2,677 3,900 3,900 0.0% 3,900
4380 Mileage-150 300 300 0.0% 300
4410 Equipment Rental 865 1,022 - 1,000 0.0% 1,000
4483 Insurance-General Liability 7,500 7,500 7,500 7,500 0.0% 7,500
4530 Repair & Maintenance-Equip 614 614 400 600 50.0% 600
* Total Contractual Services 213,008 295,900 241,000 247,300 2.6% 291,300
** Total Expenditures 530,115 586,937 628,800 652,800 3.8% 715,600
2019 Enterprise Funds
720 Surface Water Management Expenditures
Summary (Total of 7200, 7201, 7202 and 7205)
93
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.
MEMBERSHIPS
o Minnesota Cities Stormwater Coalition – This coalition is coordinated through the League of Minnesota Cities and specifically represents municipal MS4s. They review, comment, and lobby for municipal interests in all stormwater regulations. 2019 Goals
Complete storm water pond inspections for all City maintained pond and input data into assessment management software.
Develop capital improvement plan for pond maintenance.
94
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
Budget City Manager .05 .05 .05 .05 Public Works Director/City Engineer .05 .05 .05 .05 Community Development Director .20 .20 .20 .20 Finance Director .05 .05 .05 .05 MIS Coordinator .05 .05 .05 .05 Assistant City Engineer .02 .02 .02 .02 Water Resources Coordinator 1 1 1 1 Assistant Finance Director .02 .02 .02 .02 GIS Specialist .10 .10 .10 .10 Natural Resources Technician .80 1 1 1 PC Support Technician .05 .05 .05 .05 Account Clerk .11 .11 .11 .11 Senior Admin Support Specialist .02 .02 .02 .02 Total 2.52 2.72 2.72 2.72
95
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
3328 Wetland Alteration 828 1,066 - - 0.0%-
* Total Permits 828 1,066 - - 0.0%-
3520 Grants-County 30,000 - - - 0.0%-
* Total Intergovernmental Rev 30,000 - - - 0.0%-
3660 Sewer Customers 665,364 693,552 665,000 700,000 5.3% 725,000
3662 Utility Penalties 13,932 12,492 14,000 14,000 0.0% 14,000
3806 Connection Charges 182,955 104,265 165,000 150,000 (9.1%) 150,000
* Total Current Services 862,252 810,309 844,000 864,000 2.4% 889,000
3801 Interest Earnings 8,009 11,577 10,000 10,000 0.0% 10,000
3903 Refunds and Reimbursements 1,804 50 - - 0.0%-
* Total Other Revenue 9,813 11,627 10,000 10,000 0.0% 10,000
** Total Revenue 902,893 823,003 854,000 874,000 2.3% 899,000
Revenue Over/(Under) Expenditures 565,957 457,223 439,900 443,700 420,300
2019 Enterprise Funds
720 Surface Water Management Revenue
7200 Administration
96
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 146,887 139,037 184,800 188,600 2.1% 194,000
4020 Salaries & Wages-Temp 630 7,287 1,000 5,000 400.0% 5,000
4030 Contributions-Retirement 37,281 28,552 28,000 29,000 3.6% 29,000
4040 Contributions-Insurance 16,236 21,172 35,000 37,000 5.7% 41,000
4050 Workers Compensation 1,169 986 1,000 1,000 0.0% 1,000
* Total Personal Services 202,203 197,034 249,800 260,600 4.3% 270,000
4120 Supplies-Equipment 1,600 123 3,000 1,600 (46.7%) 1,600
4130 Supplies-Program 17,479 11,324 35,000 40,000 14.3% 45,000
4150 Maintenance Materials 10,134 4,766 12,000 12,000 0.0% 12,000
* Total Materials & Supplies 29,213 16,212 50,000 53,600 7.2% 58,600
4300 Fees, Services 88,096 133,473 96,000 96,000 0.0% 130,000
4301 Auditing 4,600 4,600 4,600 4,600 0.0% 4,600
4310 Telephone and Communications 1,207 1,857 1,400 2,000 42.9% 2,000
4340 Printing & Publishing - 25 100 100 0.0% 100
4360 Subscriptions & Memberships 1,300 965 1,000 1,000 0.0% 1,000
4370 Travel & Training 1,338 2,327 3,000 3,000 0.0% 3,000
4380 Mileage- 150 300 300 0.0% 300
4410 Equipment Rental 865 1,022 - 1,000 100.0% 1,000
4483 Insurance-General Liability 7,500 7,500 7,500 7,500 0.0% 7,500
4530 Repair & Maintenance-Equip 614 614 400 600 50.0% 600
* Total Contractual Services 105,521 152,533 114,300 116,100 1.6% 150,100
** Total Expenditures 336,936 365,779 414,100 430,300 3.9% 478,700
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 Enterprise Funds
720 Surface Water Management Expenditures
7200 Administration
97
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. 2019 Goals
Offer public paper shredding event at PW building in spring.
Implement spring and fall yard waste drop off events at public works.
Continue to improve recycling and organics collection at the July 4 activities.
Work to increase daily participation in recycling and organics recovery at public facilities.
Offer energy conservation workshop at Chanhassen Library for residents in partnership with the Environmental Commission.
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
Budget Environmental Resource Specialist .40 .40 .40 .40 Total .40 .40 .40 .40
98
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
3520 Grants-County 3,258 2,162 3,500 3,000 (14.3%) 3,000
* Total Intergovernmental Rev 3,258 2,162 3,500 3,000 (14.3%) 3,000
3650 Sale of Recyclables 296 248 - 300 100.0% 300
* Total Current Services 296 248 - 300 100.0% 300
** Total Revenue 3,554 2,410 3,500 3,300 (5.7%) 3,300
Revenue Over/(Under) Expenditures (40,540) (41,414) (45,200) (46,500) (48,600)
2019 Enterprise Funds
720 Surface Water Management Revenue
7201 Recycling
99
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 25,058 25,942 26,100 26,700 2.3% 27,500
4030 Contributions-Retirement 3,370 3,458 4,000 4,000 0.0% 4,000
4040 Contributions-Insurance 7,405 8,146 9,400 10,400 10.6% 11,700
4050 Workers Compensation 201 163 200 200 0.0% 200
* Total Personal Services 36,034 37,708 39,700 41,300 4.0% 43,400
4130 Supplies-Program 1,455 1,661 1,600 1,600 0.0% 1,600
4260 Small Tools & Equipment 97 - 100 100 0.0% 100
* Total Materials & Supplies 1,552 1,661 1,700 1,700 0.0% 1,700
4300 Fees, Services 4,592 2,588 5,500 5,000 (9.1%) 5,000
4340 Printing & Publishing 1,765 1,716 1,500 1,500 0.0% 1,500
4360 Subscriptions & Memberships 150 - 200 200 0.0% 200
4370 Travel & Training - 150 100 100 0.0% 100
* Total Contractual Services 6,507 4,454 7,300 6,800 (6.8%) 6,800
** Total Expenditures 44,094 43,823 48,700 49,800 2.3% 51,900
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019 4300 Schedule paper shredding event for residents; continue to implement waste reduction
at July 4th events
2020
2019 Enterprise Funds
720 Surface Water Management Expenditures
7201 Recycling
100
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101
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. 2019 Goals
Continue EAB protection of public ash trees in the ROW by completing the last treatment group in a 3-year rotation.
Arbor Day public volunteer tree planting event to be held at Rice Marsh Lake Park.
Partner with Great River Greening to eradicate buckthorn in 17 acres at Chanhassen Nature Preserve.
Provide public education on urban forestry threats through a range of outreach methods.
Continue to update and use city tree inventory to determine species and locations for future plantings. Continue to work with volunteer Tree Care Advisors to implement update.
Refresh landscaping in a select downtown location.
Work with Environmental Commission to develop fall community service event.
Partner with local garden centers to promote Tree Coupon usage.
Employee Count 2018
Actual
2019
Budget
2020
Budget
2021
Budget Environmental Resource Specialist .40 .40 .40 .40 Total .40 .40 .40 .40
102
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
3640 Community Garden Plot Rental 1,975 2,100 1,900 2,000 5.3% 2,000
* Total Current Services 1,975 2,100 1,900 2,000 5.3% 2,000
** Total Revenue 1,975 2,100 1,900 2,000 5.3% 2,000
Revenue Over/(Under) Expenditures (99,048) (125,566) (112,600) (119,200) (131,500)
2019 Enterprise Funds
720 Surface Water Management Revenue
7202 Forestry Management
103
2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4010 Salaries & Wages-Reg 25,058 25,942 26,000 26,700 2.7% 27,500
4020 Salaries & Wages-Temp 1,110 - - - 0.0%-
4030 Contributions-Retirement 3,454 3,460 4,000 4,000 0.0% 4,200
4040 Contributions-Insurance 7,405 8,145 9,400 10,400 10.6% 11,700
4050 Workers Compensation 201 163 200 200 0.0% 200
* Total Personal Services 37,229 37,710 39,600 41,300 4.3% 43,600
4130 Supplies-Program 10,876 713 7,000 7,000 0.0% 7,000
* Total Materials & Supplies 10,876 713 7,000 7,000 0.0% 7,000
4300 Fees, Services 49,432 86,271 65,000 70,000 7.7% 80,000
4320 Utilities/Community Garden 823 1,514 1,000 1,000 0.0% 1,000
4340 Printing & Publishing 1,191 1,201 1,000 1,000 0.0% 1,000
4360 Subscriptions & Memberships 317 57 100 100 0.0% 100
4370 Travel & Training 1,155 200 800 800 0.0% 800
* Total Contractual Services 52,918 89,243 67,900 72,900 7.4% 82,900
** Total Expenditures 101,023 127,666 114,500 121,200 5.9% 133,500
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019 4300 In 2019 & 2020, the city will be partnering with Great River Energy Greening to implement
a buckthorn removal project over 17 acres in the Chanhassen Nature Preserve
2020
2019 Enterprise Funds
720 Surface Water Management Expenditures
7202 Forestry Management
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2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
3533 Grants-Other (Carver County) - - - - 0.0%-
3533 Grants-Other (Riley/Purgatory) 25,000 25,000 27,000 25,000 (7.4%) 25,000
3533 Grants-Other (Lotus Lk Home)8,562 9,169 11,000 10,000 (9.1%) 10,000
* Total Intergovernmental Rev 33,562 34,169 38,000 35,000 (7.9%) 35,000
** Total Revenue 33,562 34,169 38,000 35,000 (7.9%) 35,000
Revenue Over/(Under) Expenditures (14,500) (15,500) (13,500) (16,500) (16,500)
2019 Enterprise Funds
720 Surface Water Management Revenue
7205 Aquatic Species Mgmt Program
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2018 to
2016 2017 2018 2019 2019 2020
Account Description Actual Actual Budget Budget % Inc/(Dec) Estimate
4300 Fees, Services 48,062 49,669 51,500 51,500 0.0% 51,500
* Total Contractual Services 48,062 49,669 51,500 51,500 0.0% 51,500
** Total Expenditures 48,062 49,669 51,500 51,500 0.0% 51,500
SIGNIFICANT CHANGES DESCRIPTION OF CHANGE
2019
2020
2019 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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