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2010 Budget2010 Annual Budget City of Chanhassen, MN Adopted December 14, 2009 Thomas A. Furlong, Mayor Council Members Bryan Litsey Bethany Tjornhom Jerry McDonald Vicki Ernst Todd Gerhardt, City Manager Greg Sticha, Finance Director CITY OF CHANHASSEN 2010 BUDGET Table of Contents Authorizing Resolution..................................................................................... 1 Tax Levy Chart ........ ........................ ...... ................ ............. ..................... ........2 General Fund Expenditures ............ ....... ....................... ....... .................. ..........3 General Fund Revenues................ ..... ........ ........... ......... .............. ...................4 General Government Legislative..................... ........................................................................ 6 Administration..................... ........ ...................... ...... ..... ..... ........ ............8 Finance.. ............................ ........ ....................... ........ ............ ..... .........10 Legal ................................................................................................... 12 Property Assessment............ ............................ ..... ....... ................. ...... 14 Management Information Services (MIS) ............,...............................16 City Hall............................................................................................... 18 Elections ... ........................... .... .......... .......... ...... ...................... ........... ..20 Library................................................................................................. 22 Public Safety Police Administration........................................................................... 24 Fire Prevention and Administration.. ................ ................ ................. .. 26 Code Enforcement............................................................................. .28 Community Service........ ...... ..... ....................... ........... ................... .....30 Public Works Engineering......................................................................................... 32 Street Maintenance............... ............................................................. .34 Street Lighting....................................................................................... .36 City Garage........................................................................................ .38 Community Development Planning Commission........................................................................ .40 Planning Administration.......................................................................42 Senior Facility Commission ........... ........... ......................................... ..44 Parks & Recreation Parks & Recreation Commission....... ................ ....................... ........... 46 Parks & Recreation Administration........ ........... .... ........ ......... ........... ... 48 Recreation Center.............................................................................. .50 Lake Ann Park Operations ............... ......... ............................ ..............52 Park Maintenance............................................................................... 54 Senior Citizens Center........................................................................ 56 Recreation Programs........... ................ ............ ............. ..................... . 58 Self-Supporting Programs................................................................... 60 Recreation Sports.. ..... ............ ... ................ ....... ..... ..... ..,..... ................ 62 CITY OF CHANHASSEN 2010 BUDGET Table of Contents (Continued) Special Revenue Funds................................................................................. 65 100/0 Fund............... .... ............. ................... .......... ........... ........ ............ 66 Cable TV Fund.............. ........... ...... ....... .... ........ ..... .............................68 Enterprise Funds........ ......... ............ ........... ........... .......... ..... ....... ....... ............71 Water Utility Fund.. ........ ........... ................... ........................ ....... ......... 72 Sewer Utility Fund ................................................................... ............76 Surface Water Management Fund ............. ............................ .......... ...80 Appendix Public Expenditure Policy...................................... .... ....... ..........;.................. 89 Purchasing Policy................ ............................ .............................................. 93 CITY OF CHANHASSEN CARVER AND HENNEPIN COUNTIEs, lVllNNESOTA DATE:December 14.2009 RESOLUTION NO:2009-99 MOTION BY:Ernst SECONDED BY:Tjornhom A RESOLUTION ADOPTING THE 2010 BUDGET AND CIP, AND ESTABLISHING TAX LEVIES FOR 2009, COLLECTffiLE IN 2010 WHEREAS, the City Council has examined the budgetary and tax levy needs for Chanhassen for the calendar year 2010 through detailed public budget meetings; and WHEREAS, the Truth in Taxation meeting was held to receive public input into the budget and tax levy for 2010; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Chanhassen that the 2010 Budget for the City of Chanhassen is adopted with revenue and expenditure amounts for the G~neral.Fund of $9,557,400, Special Revenue Funds of $17,500, and $93,700 respectively which..ate detailed in the 201 0 Budget which is made part of this motion by reference; and BE IT FURTHER RESOLVED that the City Council of the City of Chanhassen adopts a tax levy of $824,000 for the purpose of equipment upgrades and purchases for 2010; and BE IT FURTHER RESOLVED that the City Council of the City of Chanhassen determines that certain bonded indebtedness levies are hereby adopted to meet statutory requirements and bond covenants and that the County Auditor is hereby authorized to spread the adopted bonded debt levies as shown on the attached Tax Levy Certification document; and BE IT FURTHER RESOLVED that the City Council adopts a Capital Improvement Program for years 2010-2014 in the total amount of $59,933,650. BE IT FURTHER RESOLVED that the City of Chanhassen authorizes the County Auditor to levy the amounts shown on the attached Tax Levy Certification document upon taxable property in the City of Chanhassen in 2009 for collection in 2010, as set forth in the attached Tax Levy Certification document. Passed and adopted by the Chanhassen City Council this 14th day of December, 2009. z~{l~ ~~~:y~ YES Furlong Ernst McDonald Tjornhom NO Litsey ABSENT 1 CITY OF CHANHASSEN (DECEMBER) TAX LEVY 2010 Budget 2009 2010 Percent TAX CAPACITY BASED TAX LEVY Levy Levy Increase General Fund $7,173,500 $7,380,000 2.88% Capital Replacement Fund (for equipment) 824,000 824,000 0.00% Pavement Mgmt Fund (Sealcoating) 267,875 200,000 -25.34% General Obligation Debt 297,900 0 -100.00% General Obligation Debt (212 Bonds) 285,000 337,500 18.42% Audubon 253,795 0.00% Public Works Facility 599,300 100.00% Debt of Other Agencies (EDA) 122,603 122,195 -0.33% TOTAL TAX CAPACITY BASED TAX LEVIES $8,970,878 9,716,790 8.31% MARKET VALUE TAX LEVY Park Referendum 972,700 -100.00% Library Referendum 491,300 496,400 1.04% TOTAL MARKET VALUE TAX LEVY $1,464,000 $496,400 -66.09% Use of cash reserves to buy down debt levies ($360,313) $0 TOTAL TAX LEVY $10,074,565 $10,213,190 1.38% Dollar Increase $138,625 2 GENERAL GOVERNMENT 1110 Legislative 1120 Administration 1130 Finance 1140 Legal 1150 Assessing 1160 MIS 1170 City Hall 1180 Elections 1190 Library Building TOTAL LAW ENFORCEMENT 1210 Law Enforcement 1220 Fire 1250 Building Inspection 1260 CSO TOTAL PUBLIC WORKS 1310 Engineering 1320 Street Maintenance 1350 Street Lighting 1370 Vehicle Maintenance TOTAL COMMUNITY DEVELOPMENT 1410 Planning Commission 1420 Planning Administration 1430 Senior Commission TOTAL PARKS & RECREATION 1510 Park & Rec. Commission 1520 Park Administration 1530 Recreation Center' 1540 Lake Ann 1550 Park Maintenance 1560 Senior Center 1600 Recreation Programs 1700 Self-Supporting Programs 1800 Recreation Sports TOTAL Total Operational Expenditures Transfer for Roads TOTAL GENERAL FUND CITY OF CHANHASSEN 2010 BUDGET Expenditures Personal Materials & Contractual Capital 2010 2009 % Services Supplies Services Outlay Total Total Change 32,300 200 76,800 - 109,300 122,900 -11.07% 395,700 500 65,000 - 461,200 455,900 1.16% 226,800 200 50,100 200 277 ,300 288,600 -3.92% 148,000 - 148,000 168,000 -11.90% 110,000 - 110,000 110,000 0.00% 173,000 2,400 72,400 - 247,800 299,200 -17.18% 69,900 48,300 301,300 - 419,500 415,100 1.06% 21,500 - 6,400 - 27,900 27,900 0.00% 3,000 134,200 - 137,200 137,200 0.00% 919,200 54,600 964,200 200 1,938,200 2,024,800 -4.28% 78,200 - 1,553,000 - 1,631,200 1,599,100 2.01% 485,000 47,100 116,000 - 648,100 675,200 -4.01% 577,000 6,100 22,900 - 606,000 686,700 -11.75% 56,000 5,000 13,700 - 74,700 71,700 4.18% 1,196,200 58,200 1,705,600 - 2,960,000 3,032,700 -2.40% 530,400 1,300 31 ,200 300 563,200 549,300 2.53% 641,200 141,600 34,400 1,300 818,500 801,100 2.17% 5,000 343,400 - 348,400 328,400 6.09% 259,400 168,400 96,400 3,000 527,200 484,500 8.81% 1,431,000 316,300 505,400 4,600 2,257,300 2,163,300 4.35% 200 4,000 - 4,200 4,200 0.00% 394,100 700 14,100 - 408,900 403,500 1.34% 22,000 - 10,700 - 32,700 37,800 -13.49% 416,100 900 28,800 - 445,800 445,500 0.07% 200 2,000 - 2,200 2,200 0.00% 124,700 1,000 24,700 - 150,400 135,600 10.91% 219,700 47,300 79,300 - 346,300 315,600 9.73% 13,400 9,500 45,400 - 68,300 80,300 -14.94% 704,700 81,300 94,600 4,000 884,600 880,900 0.42% 44,000 4,500 20,600 - 69,100 69,300 -0.29% 169,800 19,100 94,600 - 283,500 290,500 -2.41% 28,700 8,600 46,000 - 83,300 85,600 -2.69% 9,500 8,900 - - 18,400 0 100.00% 1,314,500 180,400 407,200 4,000 1,906,100 1.860,000 2.48% 5,277,000 610,400 3,611,200 8,800 9,507,400 9,526,300 -0.20% 50,000 192,000 9,557,400 9,718,300 -1.66% 3 CITY OF CHANHASSEN 2010 BUDGET REVENUE 101 General Fund 2008 2009 2009 2010 Inc Over ACCOUNT DESCRIPTION ACTUAL BUDGET AMENDED BUDGET PY Budget GENERAL PROPERTY TAX 3010 Current Property Tax 6,489,049 7,173,500 7,173,500 7,380,000 2.9% 3002 Allowance for Delinquent Taxes (270,000) (270,000) (270,000) 3011 Delinquent Property Tax 92,219 100,000 100,000 100,000 3041 MVHC 79,892 3090 Other Property Taxes 3500 local Government Aid TOTAL GENERAL PROPERTY TAX 6,661,160 7,003,500 7,003,500 7,210,000 2.9% LICENSES 3203 Dog Kennel 1,282 800 800 800 3205 Dog or Cat 9,284 6,000 6,000 6,000 3213 Solicitor 600 500 500 500 3226 Liquor On and Off Sale 87,750 84,000 84,000 84,000 3230 Rental Housing Licenses 11,350 30,000 30,000 30,000 3284 Rubbish 3,000 5,000 5,000 5,000 TOTAL LICENSES 113,266 126,300 126,300 126,300 0.0% PERMITS 3301 Building 685,297 725,000 450,000 350,000 3302 Plan Check 354,943 330,000 215,000 175,000 3305 Heating & Ale 92,452 120,000 95,000 60,0003306Plumbing73,167 95,000 65,000 50,0003307Trenching29,536 30,000 25,000 15,0003308Gun1,090 1,000 1,000 1,0003309Sprinkler16,907 14,000 14,000 14,0003311Sign7,365 7,500 7,500 7,5003320Stable2103003003003330ElecPermitAppForms 3331 Firework's Application Fee 300 3390 Misc. Permits 3,470 2,000 2,000 2,000 TOTAL PERMITS 1,264,738 1,324,800 874,800 674,800 -49.1% FINES & PENALTIES 3401 Traffic & Ordinance Violation 117,758 150,000 150,000 125,0003402VehicleLockouts1,500 2,500 2,500 2,5003404Dog/Cat Impound 5,376 6,000 6,000 6,0003405OtherFinesandPenalties TOTAl FINES & PENALTIES 124,634 158,500 158,500 133,500 -15.8% INTERGOVERNMENTAL REVENUE 3503 Reimbursement from School District 25,000 25,000 45,0003509OtherSharedTaxes136,370 160,000 160,000 160,0003510Grants-State 86,685 80,000 80,000 80,000 TOTAL INTERGOVERNMENTAL REV 223,054 265,000 265,000 285,000 7.5% 4 CITY OF CHANHASSEN 2010 BUDGET REVENUE 101 General Fund . 2008 2009 2009 2010 Ine OverACCOUNTDESCRIPTIONACTUALBUDGETAMENDEDBUDGETPYBudget CHARGES FOR CURRENT SERVICES 3601 Sale of Documents 1,359 1,000 1,000 1,000 3602 Use & Variance Permits 33,890 22,000 22,000 22,000 3603 Rezoning Fees 500 2,000 2,000 2,000 3604 Assessment Searches 180 500 500 500 3605 Plat Recording Fees 4,430 7,000 7,000 7,000 3607 Election Filing Fees 20 3613 Misc.-General Govemment 4,047 5,000 5,000 5,000 3614 Admin. Charge-2% Constr. 33,680 25,000 25,000 25,000 3615 Admin. Charge-5% Street Re-Constr. 24,000 24,000 24,000 3615 Admin. Charge-5% Utility Projects 84,500 84,000 3617 Engineering General 3619 Investment Management Fee 75,000 75,000 75,000 75,000 3629 Misc.-Public Safety 10,240 6,000 6,000 6,000 3630 Recreation Program Fees 37,706 40,000 40,000 40,000 3631 Recreation Center 234,746 196,000 196,000 221,0003633ParkEquipmentRental2272002003003634ParkFacilityUsageFee10,036 14,000 14,000 14,0003635WatercraftRental4,897 4,000 4,000 4,5003636Self-Supporting Programs 85,921 105,000 105,000 98,0003637SeniorPrograms31,504 28,000 28,000 28,0003638FoodConcessions12,574 12,000 12,000 12,0003639MiSC.-Park &Rec. 875 800 800 1,0003641YouthSportDonation 3642 Recreation Sports 31,0003649Misc.-Public Works 6,900 5,000 5,000 5,0003651MerchandiseSales3,465 1,500 1,500 1,5003670InternmentFee400 TOTAL CURRENT SERVICES 592,596 574,000 658,500 707,800 23.3% OTHER REVENUE 3801 Interest Earnings 216,283 200,000 200,000 200,0003802EquipmentRental & Sale 135,906 135,000 135,000 140,0003803BuildingRental6,715 4,000 4,000 4,0003804LandSale7,298 3807 Donations 30,650 20,500 20,500 20,5003808Ins. Recoveries & Reimburse 5,000 5,000 5,0003816SACRetainer4,001 5,000 5,000 5,0003818Sur-Tax Retainer 726 1,000 1,000 1,0003820Misc. Other Revenue 120 1,000 1,000 1,0003829Interest/Penalties-Other 500 500 5003903Refunds/Reimbursements 52,390 35,000 35,000 43,0003910Misc. Revenue 3980 Cash Short/Over (5) TOTAL OTHER REVENUE 454,085 407,000 407,000 420,000 3.2% TOTAL GENERAL FUND REVENUE 9,433,533 9,859,100 9,493,600 9,557,400 -3.1% TOTAL GENERAL FUND EXPENDITURES 9,557,400 NET LEVY REMAINING (Use of Gen Fund Reserves) 5 CITY OF CHANHASSEN 2010 BUDGET Commentary General Government - Legislative Mission and Current Services The City Council, comprised of the mayor and four at-large Council representatives, is the legislative body of city government. Chanhassen is a statutory Plan B city, which is a Council/Manager form of government. The Council is responsible for formulating City policy, enacting legislation, and oversight of City administration. The Council also has authority over the financial affairs of the City, including appropriating money through the annual adoption of the City budget and property tax levy. The City Council appoints members to various boards and commissions such as the Economic Development Authority, Planning Commission, Park and Recreation Commission, and other advisory groups. . . Budget Highlights The 2010 budget reflects a decrease of $13,600 (11.1%). Decreases were achieved largely by reducing travel and training and reducing the postage budget to reflect actual spending. Future Trends The Council continues to pursue excellence in building community and enhancing citizen participation th~ough neighborhood meetings, public forums, and other methods. Outcomes The legislative budget is mainly comprised of four major expenses: Salaries, reimbursements, travel, and training for the City Council Printing and distribution of the Chanhassen Connection Membership in the League of Minnesota Cities (LMNC), which provides research, advocacy, and access to the Workers Compensation Insurance Pool Publication of ordinances and agenda 6 CITY OF CHANHASSEN 2010 BUDGET 101 General Fund 1110 Legislative 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC) 4020 Salaries & Wages-Temp 28,750 31,600 30,000 (5.1%) 4030 Contributions-Retirement 2,049 2,500 2,200 (12.0%) 4050 Workers Compensation 100 100 0.0% TOTAL PERSONAL SERVICES 30,799 34,200 32,300 (5.6%) 4210 Books & Periodicals 200 200 0.0% TOTAL MATERIALS & SUPPLIES 200 200 0.0% 4300 Fees, Services 4,243 4,000 4,300 7.5% 4330 Postage 3,083 6,500 3,500 (46.2%) 4340 Printing & Publishing 35,034 38,000 36,000 (5.3%) 4360 Subscriptions & Memberships 22,102 30,000 25,000 (16.7%) 4370 Travel & Training 3,485 8,000 5,000 (37.5%) 4375 Promotional Expense 3,052 2,000 3,000 50.0% TOTAL CONTRACTUAL SERVICES 70,998 88,500 76,800 (13.2%) TOTAL LEGISLATIVE 101,797 122,900 109,300 (11.1%) 7 CITY OF CHANHASSEN 2010 BUDGET Commentary General Government - Administration Mission and Current Services The City Manager is the chief administrative officer of the City and directs the administration of City affairs. It is the City Manager's responsibility to enforce the city code and resolutions adopted by the City Council. The City Manager's office provides general administrative services for the City to ensure that Council policies and directives are fulfilled. Duties also include keeping the Council fully advised of the financial condition and the needs of the City, preparing and submitting the annual budget, and recommending measures to the Council deemed necessary and/or desirable for the welfare of the community and the efficient administration of the City's affairs. The City Manager's office also provides liaison between the Council, advisory boards and commissions, staff, other governmental entities, the media, and the public. The Administration Department oversees progress toward meeting City goals in the areas of responsive government, safe community, lifelong learning, housing, business, and community connections in collaboration with the school districts, chamber of commerce, and other community organizations. Budget Highlights The 2010 budget reflects an increase of $5,300 (1.2%) from the 2009 budget. There are no major changes to the budget. Future Trends Administration will continue to supervise the implementation of the City's strategic plan and monitor progress toward its goals. Outcomes The majority of expenses in the Administration Department are for personnel costs. The Administration budget includes the City Manager, Assistant City Manager, Office Manager and two (2) Receptionists. Staff specifically provides support for the City Council and City Manager by producing the Chanhassen Connection, overseeing licensing and City Council and Commission packets. Other significant expenses within Administration include postage and equipment rental. 8 9 CITY OF CHANHASSEN 2010 BUDGET Commentary General Government - Finance Mission and Current Services The Finance Department is responsible for accounting, revenue collection, invoice payment, budget monitoring, payroll preparation, and utility billing. The department is comprised of the Finance Director, an Accountant II, and two accounting clerks one of which is shared with the Fire Department. Budget Highlights The 2010 budget reflects a decrease of $11 ,300 (3.9%) due to a continuing effort of the finance staff to perform more accounting/auditing services in house rather than have our audit firm prepare the information. Future Trends The Finance Department acquired new software in 2005. The new software was used to implement Utility Billing online payments (a convenience feature for our residents to pay their bills online with the use of a credit card). The department also plans on implementing an online payroll/timekeeping processing system in the next couple years. Significant annual projects include the audit, Capital Improvements Program (CIP), and financial trend monitoring. Outcomes The major costs in the finance department, aside from personnel costs, are providing services to the City as follows: 1. Audit: The audit process is an extensive review of our financial records and internal controls in place to assure that all City assets are properly accounted for. The Finance Department spends between $35,000-$40,000 annually to perform the audit and other related accounting reviews. The City has received the award for financial reporting excellence from the Government Finance Officers Association (GFOA), since 1992. Less than 10% of all Minnesota municipalities receive this award. 2. Memberships: All employees of the Finance Department are members of the Minnesota GFOA. This membership allows for access to ideas and thoughts on finance-related topics from other member cities, allows for training provided by professionalS in the government finance profession, and for networking opportunities with other members from across the state and country. The cost for the entire department to be members is about $400. 10 CITY OF CHANHASSEN 2010 BUDGET 101 General Fund 1130 Finance 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INCItDECl 4010 Salaries & Wages-Reg 168,711 176,200 176,500 0.2% 4011 Overtime 22 200 (100.0%) 4030 Contributions-Retirement 23,192 25,400 25,900 2.0% 4040 Contributions-Insurance 19,437 22,900 24,000 4.8% 4050 Workers Compensation 253 800 400 (50.0%) 4060 Unemployment 1 ,452 0.0% TOTAL PERSONAL SERVICES 213,068 225,500 226,800 0.6% 4120 Supplies-Equipment 100 100 0.0% 4210 Books & Periodicals 100 100 0.0% TOTAL MATERIALS & SUPPLIES 200 200 0.0% 4300 Fees, Services 9,723 30,000 10,000 (66.7%) 4301 Fees, Financial/Audit 30,098 25,000 30,000 20.0% 4310 Telephone and Communications 429 400 500 25.0% 4330 Postage 200 200 0.0% 4340 Printing & Publishing 1,783 1,500 1,800 20.0% 4360 Subscriptions & Memberships 180 400 400 0.0% 4370 Travel & Training 6,137 5,100 7,100 39.2% 4530 Repair & Maintenance-Equip 35 100 100 0.0% 4901 Refunds/Reimbursements 593 0.0% TOTAL CONTRACTUAL SERVICES 48,978 62,700 50,100 (20.1%) 4703 Office Equipment 153 200 200 0.0% o TOTAL CAPITAL OUTLAY 153 200 200 0.0% TOTAL FINANCE 262,199 288,600 277,300 (3.9%) 11 CITY OF CHANHASSEN 2010 BUDGET Commentary General Government - Legal Mission and Current Services This fund pays for attorney services that advise the City on questions of law, reviews all ordinances, resolutions, contracts, and other legal documents of the City, and represents the City in court actions including the prosecution of cases in District Court. The City has contracted with Campbell Knutson Professional Association to handle civil and criminal matters, as well as the City's prosecution duties. The City also periodically uses separate law firms for various specialized legal matters (personnelllabor, bond counsel, EDA). The City uses consultative attorney services with general service costs paid on a fixed fee basis. Budget Highlights The legal services budget was reduced by $20,000 (11.9%) to reflect actual spending. As development has slowed, the need for legal services has been reduced as well. Future Trends The City will continue to use legal services to ensure that the City's interests are fairly represented in all matters. Outcomes The contract for legal services ensures that the City has representation in legal matters, access to legal advice, and the City Attorney attends most City Council meetings. 12 CITY OF CHANHASSEN 2010 BUDGET 101 General Fund 1140 Legal 2009 to 2008 2009 2010 2010ACCOUNTDESCRIPTIONACTUALBUDGETBUDGET % INCltDEC) 4302 Fees, Legal 131,789 168,000 148,000 (11.9%) TOTAL CONTRACTUAL SERVICES 131,789 168,000 148,000 (11.9%) TOTAL LEGAL 131,789 168,000 148,000 11.9%) 13 CITY OF CHANHASSEN 2010 BUDGET Commentary General Government - Property Assessment Mission and Current Services This fund pays for the valuation of residential, commercial and industrial real estate parcels and personal property by the Carver County Assessor's Office. The taxable value estimates are used by the City, School Districts, Carver County, and special taxing jurisdictions for the purpose of equitably distributing the property tax on all taxable properties. Budget Highlights There is no change to the property assessment budget for 2010. Future Trends The City plans to continue using the Carver County Assessor to assess the value of all parcels within the City of Chanhassen. The City has contracted with Carver County for service in 2010. The City contracts with Carver County to handle assessment appeals through the Open Book process. Outcomes Accurate and consistent property valuation is essential to a fair taxation system. The City has examined the cost of in-house property assessment and found contracting with the County to be more cost-effective. 14 CITY OF CHANHASSEN 2010 BUDGET 101 General Fund 1150 Property Assessment 2009 to 2008 2009 2010 2010 ACCOUNT . DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC) 4300 Fees, Services 105,351 109,900 109,900 0.0% 4340 Printing & Publishing 100 100 0.0% TOTAL CONTRACTUAL SERVICES 105,351 110,000 110,000 0.0% TOTAL PROPERTY ASSESSMENT 105,351 110,000 110,000 0.0% 15 CITY OF CHANHASSEN 2010 BUDGET Commentary General Government - Management Information Systems (MIS) Mission and Current Services The MIS Department provides and maintains computer, network and telecommunication resources to all City users with a goal of assuring that staff has the appropriate technology to efficiently perform their job functions. The MIS staff also provides direct support of both desktop and server-hosted software applications and manages vendor support for all other City software. In addition, the department provides basic software training and manages external software training for all other City departments. Budget Highlights The 2010 MIS department budget reflects a 17.2% decrease resulting from the migration of major software maintenance expenditures to capital accounts. MIS staff will continue concentrating on reducing the number of physical City network servers through the use of VMWare virtualization software. Desktop computers, workstations, printers and network equipment will be replaced as per the established schedule. Some equipment will be recycled for use in less demanding roles. Surplus equipment will continue to be sold via the City's online auction site. Future Trends Existing network servers will continue to be integrated into fewer physical servers utilizing a VMWare Virtual Server platform. This reduces the number of physical servers needed and allows for more efficient use of their computing power and resources. In addition, data storage for these network servers was consolidated through the deployment of storage area network appliances. The two technologies will work together to provide the City with redundant network resources. Storage needs 'are anticipated to grow significantly due to the addition of scanned building drawing images and sewer televising video files. An additional appliance planned for 2010 will provide an offsite backup repository for all City data. The City is participating with Carver County on a joint fiber optical network which is proposed to connect all cities in the county. If fully implemented, there is the potential for cost savings with internet and web services and for the sharing of network resources. Outcomes The major areas of expenditures within the MIS department budget, aside from personnel costs, are software support agreements for all City software applications and telephone systems. The MIS budget supports the maintenance of all software utilized by staff for their support of City projects and functions as well as all the required network equipment. Major software agreements include financial applications, permitting, document imaging and various network support utilities. Some of these expenditures have been moved to capital budget accounts. 16 CITY OF CHANHASSEN 2010 BUDGET 101 General Fund 1160 M.I.S. 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC) 4010 Salaries & Wages-Reg 133,018 135,300 135,700 0.3% 4030 Contributions-Retirement 18,441 19,600 20,000 2.0% 4040 Contributions-Insurance 15,262 16,200 17,000 4.9% 4050 Workers Compensation 200 600 300 (50.0%) TOTAL PERSONAL SERVICES 166,920 171,700 .173,000 0.8% 4150 Maintenance Materials 1,148 1,300 1,300 0.0% 4210 Books & Periodicals 507 600 600 0.0% 4220 Software Ucenses 692 0.0% 4260 Small Tools & Equipment 247 500 500 0.0% TOTAL MATERIALS & SUPPLIES 2,594 2,400 2,400 0.0% 4300 Fees, Services 61,704 92,400 44,600 (51.7%) 4310 Telephone 1,322 1,500 1,500 0.0% 4320 Utilities 8,645 12,000 13,800 15.0% 4370 Travel & Training 11 ,940 14,200 7,500 (47.2%) 4530 Repair & Maintenance-Equip 4,054 5,000 5,000 0.0% 4933 Sales Tax 104 0.0% TOTAL CONTRACTUAL SERVICES 87,769 125,100 72,400 (42.1%) 4703 Office Equipment 0.0% TOTAL CAPITAL OUTLAY 0.0% TOTAL M.I.S. 257,284 299,200 247,800 (17.2%) 17 CITY OF CHANHASSEN 2010 BUDGET Commentary General Government - City Hall Mission and Current Services This fund exists to provide for improvements to City owned buildings and structures other than park and recreation facilities. Improvement projects are very diverse and range from replacement of elements that have reached the end of their service life expectancy, such as roofs and HVAC equipment, to improvements made to meet current building codes. Budget Highlights Expenditures increased by $4,400 (1.1 %) over the 2009 budget. Future Trends Staff will continue to monitor City facilities and focus on preventative maintenance to avoid, or delay, large expenditures for major equipment and facility repairs. Outcomes The City Hall budget includes salary for one Building Maintenance staff person. This staff person is responsible for maintenance and repairs at all City owned buildings. In addition, the City Hall budget includes office supplies for all departments. The largest single item within the City Hall budget is General Liability Insurance ($170,000). This item includes property insurance, auto insurance, various risk coverages, and terrorism insurance. Another significant expense is the cost of utilities for City Hall. 18 CITY OF CHANHASSEN 2010 BUDGET 101 General Fund 1170 City Hall 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET 0/0 INCltDECl 4010 Salaries & Wages-Reg 51,354 51,500 50,800 (1.4%) 4011 Overtime-Reg 4,077 3,500 3,500 0.0%4030 Contributions-Retirement 7,734 7,500 7,500 0.0%4040 Contributions-Insurance 5,829 6,200 6,400 3.2%4050 Workers Compensation 1,422 1,800 1,700 (5.6% ) TOTAL PERSONAL SERVICES 70,417 70,500 69,900 (0.9%) 4110 Supplies-Office 38,924 43,000 43,000 0.0%4120 Supplies-Equipment 162 1,000 1,000 0.0%4140 Supplies-Vehicles 670 1,000 1,000 0.0%4150 Maintenance Materials 5,416 3,000 3,000 0.0%4260 Small Tools & Equipment 48 300 300 0.0%TOTAL MATERIALS & SUPPLIES 45,220 48,300 48,300 0.0% 4300 Fees, Services 9,987 7,000 7,000 0.0%4310 Telephone 7,245 16,000 16,000 0.0%4320 Utilities 56,314 60,000 60,000 0.0%4350 Cleaning & Waste Removal 32,258 30,700 35,700 16.3%4370 Travel & Training 125 0.0%4440 License & Registration 15 100 100 0.0%4483 Insurance-General Liability 160,198 170,000 170,000 0.0%4510 Repair & Maintenance-Building 19,802 10,000 10,000 0.0%4520 Repair & Maintenance-Vehicles 400 400 0.0%4530 Repair & Maintenance-Equip 13,018 2,000 2,000 0.0%4933 Sales Tax 202 100 100 0.0%TOTAL CONTRACTUAL SERVICES 299,162 296,300 301,300 1.7% TOTAL CITY HALL 414,799 415,100 419,500 1.1% 19 CITY OF CHANHASSEN 2010 BUDGET Commentary General Government - Elections Mission and Current Services The City Manager's office is responsible for the administration of the City's elections and official records. The office is responsible for voter registration, redistricting, and conducting local, state, and national elections. State and federal laws governing elections and data practices require many of the functions that are performed by the election staff. Our mission is to provide these mandated services efficiently and accurately and to act as an effective communications link between government and citizens by providing public access to government information, records, and processes. We feel that excellent customer service is key to satisfaction with government and can increase positive interaction with connections within our community. Budget Highlights Since 2005, the City's policy has been to budget one-half of each election cycle every year to avoid fluctuations from year to year. This budget is being held static ($0. 0% increase over 2009). 2010 is an election year including 2 City Council seats, the Mayor and the Governor's race. Future Trends Recent Federal law changes will result in changes to State primary election dates. Outcomes Funds will be used to assist with the 2010 election. 20 CITY OF CHANHASSEN 2010 BUDGET 101 General Fund 1180 Elections 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL. BUDGET BUDGET % INCIlDECl 4020 Salaries & Wages-Temp 27,704 20,500 20,500 0.0% 4030 Contributions-Retirement 119 1,000 1,000 0.0% 4060 Unemployment 30 0.0% TOTAL PERSONAL SERVICES 27,852 21,500 21,500 0.0% 4110 Office Supplies 545 200 200 0.0% 4300 Fees, Services 2,188 3,000 3,000 0.0% 4340 Printing & Publishing 175 2,000 2,000 0.0% 4370 Travel & Training 4,025 1,200 1,200 0.0% TOTAL CONTRACTUAL SERVICES 6,933 6,400 6,400 0.0% TOTAL ELECTIONS 34,785 27,900 27,900 0.0% 21 CITY OF CHANHASSEN 2010 BUDGET Commentary General Government - Library Building Mission and Current Services While the day-to-day staffing operations of the library are run and funded by Carver County, the City is responsible for the maintenance and upkeep of the building. This includes the cost of utilities, building and some equipment maintenance, cleaning, and telephone service. Budget Highlights There is no change to the 2010 budget. Future Trends The Library building celebrated its 5-year anniversary in 2008. Outcomes In 2006, the Chanhassen Library became the only library in the Carver County system to be open on Sundays, and has enjoyed tremendous success in terms of visitors and circulation. 22 CITY OF CHANHASSEN 2010 BUDGET 101 General Fund 1190 Library Building 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC) 4120 Supplies-Equipment 319 0.0% 4150 Maintenance Materials 1,575 3,000 3,000 0.0% 4260 Small Tools & Equipment 293 0.0% TOTAL MATERIALS & SUPPLIES 2,187 3,000 3,000 0.0% 4300 Fees, Services 5,896 4,000 4,000 0.0% 4310 Telephone 1,748 2,200 2,200 0.0% 4320 Utilities 75,685 80,000 80,000 0.0% 4350 Cleaning & Waste Removal 31,839 34,000 34,000 0.0% 4510 Repair & Maintenance-Building 4,668 7,000 7,000 0.0% 4530 Repair & Maintenance-Equip 9,006 7,000 7,000 0.0% TOTAL CONTRACTUAL SERVICES 128,842 134,200 134,200 0.0% TOTAL LIBRARY 131,029 137,200 137,200 0.0% 23 CITY OF CHANHASSEN 2010 BUDGET Commentary Public Safety - Police Administration Mission and Current Services This department serves mainly as a fund to pay for the contract with the Carver County Sheriff's Department for law enforcement services. Also included is funding for the Carver County Lieutenant permanently assigned to the City of Chanhassen, as well as a Crime Prevention Specialist who works with residents and the business community to prevent, prepare for, and recover from crimes. Budget Highlights The 2010 budget reflects an increase of $32,100 (2%) due to inflationary increases for cars, fuel and benefits. The 2010 contract includes a Liaison Lieutenant, a School Resource Officer, an Investigator, 10 Patrol Deputies and 2 Corporals. The City also participates in the Southwest Metro Drug Task Force. Future Trends The City will continue to be dedicated to the safety of its residents and will work closely with the Carver County Sheriff's Department to maintain the high level of satisfaction with our law enforcement services. Staff will continue to monitor needs and will also participate in discussions with the Carver County Sheriff's Department about future staffing levels. Outcomes On average, the City of Chanhassen receives 59 hours of deputy patrol per day. The City also receives investigative and other services from the County. 24 CITY OF CHANHASSEN 2010 BUDGET 101 General Fund 1210 Police Administration 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC) 4010 Salaries & Wages-Reg 60,745 62,400 62,100 (0.5%) 4030 Contributions-Retirement 8,610 9,000 9,100 1.1% 4040 Contributions-Insurance 5,904 6,300 6,500 3.2% 4050 Workers Compensation 202 500 500 0.0% TOTAL PERSONAL SERVICES 75,460 78,200 78,200 0.0% 4130 Program Supplies 4,262 5,000 5,000 0.0% 4300 Fees, Services 1,419,121 1,510,900 1,543,000 2.1% 4360 Subscriptions & Memberships 32 0.0% 4370 Travel & Training 241 500 500 0.0% 4375 Promotional Expense 2,260 4,500 4,500 0.0% 4933 Sales Tax 142 0.0% TOTAL CONTRACTUAL SERVICES 1,426,060 1,520,900 1,553,000 2.1% TOTAL POLICE ADMINISTRATION 1,501,520 1,599,100 1,631,200 2.0% 25 CITY OF CHANHASSEN 2010 BUDGET Commentary Public Safety - Fire Prevention and Administration Mission and Current Services This budget funds both Fire Prevention and Fire Department Administration. The Fire Department currently employs 45 firefighters operating out of two stations with a primary purpose of providing fire protection services for City residents and business owners. In addition, the departmen~ assists neighboring departments when requested and receives the same support in return. The Fire Prevention division is staffed by a Fire Marshal and a Deputy Fire Marshal who office out of City Hall. This division is responsible for enforcing the state fire code in new and existing construction. It is also responsible for the investigation of all fires within the City borders. Budget Highlights There are no significant changes in the 2010 budget from last year. Staffing levels remain relatively static. Future Trends Anticipated commercial and residential development occurring in the southern portion of the Citywillincreasetheneedforexpandedfireprotectioninthatarea. A third satellite fire station is planned to meet that need. Some existing firefighters would be assigned to that station; however, additional staff will need to be added to fully staff all stations. Outcomes Both the Fire Department and Fire Prevention departments are heavily involved with fire prevention awareness throughout the City. Programs such as Safety Camp and Fire Prevention Week for children grades 1 through 3 continue to be a great success. The Fire Department OpenHouseheldannuallyinOctoberoffersfireeducationforallagesandconsistentlydrawsincreasingcrowds. Firefighters also volunteer in numerous City outreach programs such as block parties, station tours and special fire education programs for local community groups to ensure a high visibility within the community. 26 CITY OF CHANHASSEN 2010 BUDGET 101 General Fund 1220 Fire Prevention Administration 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC) 4010 Salaries & Wages-Reg 129,962 134,500 133,600 (0.7%) 4011 Overtime 551 1,000 1,000 0.0% 4020 Salaries & Wages-Temp 146,828 160,000 150,000 (6.3%) 4030 Contributions-Retirement 155,083 180,000 165,000 (8.3% ) 4040 Contributions-Insurance 19,551 22,100 23,400 5.9% 4050 Workers Compensation 9,062 14,500 12,000 (17.2%) TOTAL PERSONAL SERVICES 461,036 512,100 485,000 (5.3% ) 4120 Supplies-Equipment 10,260 11,000 11,000 0.0% 4130 Supplies-Program 4,057 2,000 2,000 0.0% 4140 Supplies-Vehicles 11,599 12,000 12,000 0.0% 4150 Maintenance Materials 737 500 500 0.0% 4170 Motor Fuels and Lubrication 180 0.0% 4210 Books & Periodicals 471 600 600 0.0% 4240 Uniforms & Clothing 9,259 10,000 10,000 0.0% 4260 Small Tools & Equipment 4,270 6,000 6,000 0.0% 4290 Misc. Materials & Supplies 5,484 5,000 5,000 0.0% TOTAL MATERIALS & SUPPLIES 46,316 47,100 47,100 0.0% 4300 Fees, Services 9,786 10,000 10,000 0.0% 4310 Telephone 3,747 6,000 6,000 0.0% 4320 Utilities 25,763 28,500 28,500 0.0% 4330 Postage 34 0.0% 4350 Cleaning & Waste Removal 4,765 6,000 6,000 0.0% 4360 Subscriptions & Memberships 1,666 2,000 2,000 0.0% 4370 Travel & Training 739 10,000 10,000 0.0% 4375 Promotional Expense 10,979 9,000 9,000 0.0% 4483 Insurance-General Liability 2,196 1,000 1,000 0.0% 4510 Repair & Maintenance-Building 8,890 7,000 7,000 0.0% 4520 Repair & Maintenance-Vehicles 5,529 8,000 8,000 0.0% 4530 Repair & Maintenance-Equip 13,714 11,000 11,000 0.0% 4531 Repair & Maintenance-Radios 13,720 5,000 5,000 0.0% Contribution for Performance 12,500 12,500 0.0% 4933 Sales Tax 502 0.0% TOTAL CONTRACTUAL SERVICES 102,029 116,000 116,000 0.0% TOTAL FIRE PREVENTION ADMIN 609,381 675,200 648,100 (4.0%) 27 CITY OF CHANHASSEN 2010 BUDGET Commentary Community Development - Code Enforcement Mission and Current Services To provide for the health, safety, and welfare of the City through the administration of building and fire codes. The employees are responsible for the plan review, permit issuance, and inspections of buildings, plumbing, and mechanical systems, fire sprinkler and alarm systems, and individual sewage treatment systems. Division staff is also responsible for inspections of existing buildings for fire code violations, administration of the rental licensing program, septic tank and RPZ maintenance programs, processing handgun and solicitor permits and providing assistance to the City's law enforcement staff. Budget Highlights This budget reflects a decrease of 11.8% due to the elimination of a building inspector and overtime and temporary wages. Future Trends Residential permits increased over the 2008 number. Residential permits in 2010 should continue to show a slight increase over 2009. Commercial and industrial building will continue to be sluggish. Outcomes The budget provides the wages and salary for the Building Official, 2 Building Inspectors, 2 Mechanical Inspectors and 2 support staff. The budget also provides for Continuing Education for the Inspectors' licensing. 28 29 CITY OF CHANHASSEN 2010 BUDGET Commentary Public Safety ;.. Community Service Mission and Current Services This fund provides animal control and protection service for the City, as well as support to emergency responses and assists with code enforcement, deliveries, and general public safety support. Budget Highlights There are no significant changes to the 2010 budget. Two part-time Community Service Officers CSO's) will continue to be used for animal control and code enforcement duties. Future Trends The City will continue to use community service officers to assist with animal control issues, code enforcement, as well as assisting with emergency responses as needed. Outcomes The Community Service Officer program is used to supplement the services received from the Carver County's Sheriffs office. CSO's respond to a range of situations, including wild and domestic animals, vehicle lockouts, assist with traffic direction and medical calls, and code enforcement duties. The CSO program maintains a website to reunite lost pets with their owners or find the pets new homes. The CSO's also participate in community programs and assist community organizations with education as called upon. 30 CITY OF CHANHASSEN 2010 BUDGET 101 General Fund 1260 Community Service 2009 to 2008 2009 2010 2010ACCOUNTDESCRIPTIONACTUALBUDGETBUDGET % INC/(DEC) 4020 Salaries & Wages-Temp 43,158 44,000 47,000 6.8%4021 Overtime-Temp 906 1,400 1,400 0.0%4030 Contributions-Retirement 6,003 6,000 6,000 0.0%4040 Contributions-Insurance 596 600 600 0.0%4050 Workers Compensation 933 1,000 1,000 0.0%TOTAL PERSONAL SERVICES 51,596 53,000 56,000 5.7% 4120 Supplies-Equipment 797 1,500 1,500 0.0%4130 Supplies-Program 441 700 700 0.0%4140 Supplies-Vehicles 2,056 1,000 1,000 0.0%4210 Books & Periodicals 116 200 200 0.0%4240 Uniforms & Clothing 1,137 1,600 1,600 0.0%TOTAL MATERIALS & SUPPLIES 4,548 5,000 5,000 0.0% 4300 Fees, Services 10,930 9,600 9,600 0.0%4310 Telephone 722 1,000 1,000 0.0%4340 Printing & Publishing 562 500 500 0.0%4360 Subscriptions & Memberships 110 300 300 0.0%4370 Travel & Training 350 700 700 0.0%4440 License & Registration 15 0.0%4520 Repair & Maintenance-Vehicles 1,000 1,000 0.0%4530 Repair & Maintenance-Equip 183 300 300 0.0%4531 Repair & Maintenance-Radios 677 300 300 0.0%4901 Refunds/Reimbursements 32 0.0%4933 Sales Tax 10 0.0%TOTAL CONTRACTUAL SERVICES 13,591 13,700 13,700 0.0% TOTAL COMMUNITY SERVICE 69,734 71,700 74,700 4.2% 31 CITY OF CHANHASSEN 2010 BUDGET Commentary Public Works - Engineering Mission and Current Services The Engineering Department provides engineering services related to the following programs: Public Improvement Projects (streets, wells, water treatment, sanitary sewer, storm sewer and water extension, etc.) Community Development o Plan review and construction monitoring for all developer-installed public improvements o Review building permits to ensure compliance with the City Council-approved grading plan and conditions of development approval o Attend Planning Commission Meetings o Review Vacation Requests o Draft Encroachment Agreements Pavement Management o Administration of the Pavement Management System o Initiation and implementation of annual street improvement and sealcoat projects Other Miscellaneous Duties include: Coordination with County and State Agencies regarding transportation and storm water issues Issue permits for: o Street closures for block parties o Temporary lifting of No Parking Zone regulations o Daily watering of new sod or seed o Grading, ROW, Driveways, Private Utility Permit Review Repair draInage problems Respond to customer complaints, requests, and concerns relating to the City's streets, water, sanitary sewer, and drainage. Obtain traffic/speed count data and draft speed and traffic count studies Outcomes The major costs in the Engineering Department, aside from personnel, that provide services to the City are as follows: 1. Fees for Services - The amount budgeted for in 2010 is $18,000. This amount pays for the required annual bridge inspections and certification, annual street survey & data collection, annual membership for the Suburban Rate Authority and surveying work as needed. 2. Repair and Maintenance of Equipment - The amount budgeted for in 2010 is $3,000. This amount is used to pay for the Engineering copier's supplies and maintenance agreements. 32 CITY OF CHANHASSEN 2010 BUDGET 101 General Fund 1310 Engineering 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INClfDECl 4010 Salaries & Wages-Reg 394,201 396,400 409,800 3.4% 4011 Overtime-Reg 4,029 1,500 1,500 0.0% 4020 Salaries & Wages-Temp 10,860 15,000 15,000 0.0% 4030 Contributions-Retirement 56,315 59,200 60,000 1.4% 4040 Contributions-Insurance 33,244 40,900 42,600 4.2% 4050 Workers Compensation 1,192 2,900 1,500 (48.3%) TOTAL PERSONAL SERVICES 499,841 515,900 530,400 2.8% 4110 Office Supplies 24 0.0% 4120 Supplies-Equipment 339 500 400 (20.0%) 4140 Supplies-Vehicles 1,618 500 800 60.0% 4210 Books & Periodicals 53 300 100 (66.7%) TOTAL MATERIALS & SUPPLIES 2,033 1,300 1,300 0.0% 4300 Fees, Services 17,572 18,000 18,000 0.0% 4310 Telephone 2,108 2,100 2,100 0.0% 4330 Postage 110 400 400 0.0% 4340 Printing & -Publishing 562 1,200 600 (50.0%) 4360 Subscriptions & Memberships 1,486 1,200 1,500 25.0% 4370 Travel & Training 2,725 4,500 4,200 (6.7%) 4380 Mileage 500 500 0.0% 4440 License & Registration 29 300 300 0.0% 4520 Repair & Maintenance-Vehicles 500 500 0.0% 4530 Repair & Maintenance-Equip 5,609 3,000 3,000 0.0% 4531 Repair & Maintenance-Radios 100 100 0.0% 4901 Refunds/Reimbursements 5 0.0% 4933 Sales Tax 77 0.0% TOTAL CONTRACTUAL SERVICES 30,281 31,800 31,200 (1.9%) 4705 Other Equipment 50 300 300 0.0% TOTAL CAPITAL OUTLAY 50 300 300 0.0% TOTAL ENGINEERING 532,205 549,300 563,200 2.5% 33 CITY OF CHANHASSEN 2010 BUDGET Commentary Public Works - Street Maintenance Mission and Current Services This budget provides for the maintenance arm of the following programs: Pavement Management o Snow removal and ice control o Crack sealing o Pothole patching and small patch overlays o Tree trimming and mowing activities o Traffic sign. installation and maintenance o Pavement marking Storm Water Management o Street sweeping o Storm sewer cleaning o Storm pond cleaning Street Sign, Street light and Signal maintenance In addition, this department responds to customer complaints and emergency situations related to streets, street lights, traffic signals, and ponds including cleanup following major storms and vehicle accidellts. Outcomes The major costs in the Public Works department, aside from personnel, that provide services to the City are as follows: 1. Supplies and Equipment: The amount budgeted for in 2010 is $44,000. This budget amount is necessary for the operation of the Public Works department. The costs include heavy equipment parts (brakes, tires, batteries and other parts), chain saw parts, mower parts, paint, seeding material and many other supplies needed for day-to-day operations. 2. Supplies Vehicles: This budget amount is for regular maintenance of Public Works vehicles. 3. Maintenance Materials: The amount budgeted for in 2010 is $65,000 for sand and salt material used for snow and ice control. This budget amount will vary depending on the amount of snow and ice received over the winter months. 34 CITY OF CHANHASSEN 201 () SUDGEr 101 General Fund 1320 Street Maintenance 2009 to 2008 2009 2010 2010ACCOUNTDESCRIPTIONACTUALBUDGETBUDGET % INC/(DEC) 4010 Salaries & Wages-Reg 435,084 463,700 457,800 (1.3%)4011 Overtime-Reg 18,641 8,000 8,000 0.0%4020 Salaries & Wages-Temp 12,860 10,000 10;000 0.0%4021 Overtime-Temp 83 0.0%4030 Contributions-Retirement 66,140 66,800 67,100 0.4%4040 Contributions-Insurance 59,755 62,800 61,900 (1.4%)4050 Workers Compensation 30,175 22,500 36,400 61.8%TOTAL PERSONAL SERVICES 622,738 633,800 641,200 1.2% 4120 Supplies-Equipment 58,284 44,000 44,000 0.0%4140 Supplies-Vehicles 16,687 25,000 25,000 0.0%4150 Maintenance Materials 78,472 55,000 65,000 18.2%4170 Motor Fuels & Lubricants 2,948 0.0%4210 Books & Periodicals 100 100 0.0%4240 Uniforms & Clothing 3,477 4,800 4,800 0.0%4260 Small Tools & Equipment 388 2,700 2,700 0.0%TOTAL MATERIALS & SUPPLIES 160,255 131,600 141,600 7.6% 4300 Fees, Services 382 1,000 1,000 0.0%4310 Telephone 2,918 3,800 3,800 0.0%4340 Printing & Publishing 300 300 0.0%4350 Cleaning & Waste Removal 47 300 300 0.0%4360 Subscriptions & Memberships 2,172 1,200 1,200 0.0%4370 Travel & Training 190 1,500 1,500 0.0%4410 Rental-Equipment 1,500 1,500 0.0%4440 License &..Registration 458 600 600 0.0%4510 Repair & Maintenance-Building 500 500 0.0%4520 Repair & Maintenance-Vehicles 526 3,500 3,500 0.0%4530 Repair & Maintenance-Equip (1,928) 5,500 5,500 0.0%4531 Repair & Maintenance-Radios 500 500 0.0%4540 Repair & Maintenance-Streets 391 500 500 0.0%4560 Repair& Maintenance-Signs 12,168 13,700 13,700 0.0%4933 Sales Tax 3,593 0.0%TOTAL CONTRACTUAL SERVICES 20,916 34,400 34,400 0.0% 4703 Office Equipment 300 300 0.0%4705 Other Equipment 1,000 1,000 0.0%TOTAL CAPITAL OUTLAY 1,300 1,300 0.0% TOTAL STREET MAINTENANCE 803,910 801,100 818,500 2.2% 35 CITY OF CHANHASSEN 2010 BUDGET Commentary Public Works - Street Lighting & Signals Mission and Current Services This budget provides for the utility costs and repair and maintenance of street lighting and intersection signalization to provide safe mobility for the traveling public and pedestrians. Outcomes The major costs in the Street Lighting & Signals budget are as follows: 1. Utilities: The amount budgeted is $315,000. This budget amount is to pay for power to light the street lights and signals. 2. Repair and Maintenance-Lights & Signals: This budget amount is $25,000 which is to pay for bulbs and ballasts and also repair and maintenance of the signal systems. 36 CITY OF. gHANHA~SEN 20iD BUDGET 101 General Fund 1350 Street Lighting & Signals 2009 to 2008 2009 ~010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC) 4120 Supplies-Equipment 2,891 5,000 5,000 0.0% TOTAL MATERIALS & SUPPLIES 2,891 5,000 5,000 0:0% 4300 Fees, Services 300 300 0.0% 4310 Telephone 541 600 600 0.0% 4320 Utilities 306,348 295,000 315,000 6.8% 4530 Repair & Maintenance-Equip 2,500 2,500 0.0% 4565 Repair & Maintenance-Lights&Signals 9,150 25,000 25,000 0.0% TOTAL CONTRACTUAL SERVICES 316,039 323,400 343,400 6.2% TOTAL STREET LIGHT & SIGNALS 318,930 328,400 348,400 6.1% 37 CITY OF CHANHASSEN 2010 BUDGET Commentary Public Works - City Garage Mission and Current Services To keep in good condition over $8 million worth of vehicles and equipment. Keep the fleet operational with minimal down time and strive to minimize major repairs. Outcomes The major costs in the City Garage, aside from personnel, that provide services to the City are as follows: 1. Motor Fuels & Lubricants: The amount budgeted is $158,000. The main expenditure is for diesel and unleaded fuels for the City's fleet which includes all departments. This budget amount also includes the purchase of grease and hydraulic fluids. 2. Utilities: The amount budgeted is $70,000. This expenditure includes the utility costs gas, electric) to heat and power the new Public Works building. 38 CITY OF CHANHASSEN 2()10 BUDGET 101 General Fund 1370 City Garage 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/lDEC) 4010 Salaries & Wages-Reg 181,106 186,100 185,700 (0.2%) 4011 Overtime-Reg 6,414 6,500 6,500 0.0% 4030 Contributions-Retirement 25,274 26,800 27,200 1.5% 4040 Contributions-Insurance 27,212 29,100 30,600 5.2% 4050 Workers Compensation 7,565 6,600 9,400 42.4% TOTAL PERSONAL SERVICES 247,571 255,100 259,400 1.7% 4120 Supplies-Equipment 1,142 3,300 3,300 0.0% 4140 Supplies-Vehicles 142 500 500 0.0% 4150 Maintenance Materials 1,811 1,000 1,000 0.0% 4170 Motor Fuels & Lubricants 156,330 160,000 158,000 (1.3%) 4240 Uniforms & Clothing 971 1,200 1,200 0.0% 4260 Small Tools & Equipment 2,054 4,400 4,400 0.0% TOTAL MATERIALS & SUPPLIES 162,450 170,400 168,400 (1.2%) 4300 Fees, Services 696 1,300 1,300 0.0% 4310 Telephone 3,137 4,000 4,000 0.0% 4320 Utilities 23,997 29,000 70,000 141.4% 4330 Postage 9 0.0% 4340 Printing & Publishing 100 100 0.0% 4350 Cleaning & Waste Removal 6,662 7,600 10,000 31.6% 4360 Subscriptions & Memberships 200 200 0.0% 4370 Travel & Training 17 1,500 1,500 0.0% 4410 Rental-Equipment 500 500 0.0% 4440 License & Registration 340 500 500 0.0% 4510 Repair & Maintenance-Building 6,022 4,000 4,000 0.0% 4520 Repair & Maintenance-Vehicles 300 300 0.0% 4530 Repair & Maintenance-Equip 2,423 3,900 3,900 0.0% 4531 Repair & Maintenance-Radios 100 100 0.0% 4933 Sales Tax 327 0.0% TOTAL CONTRACTUAL SERVICES 43,629 53,000 96,400 81.9% 4703 Office Equipment 22 500 500 0.0% 4705 Other Equipment 5,500 2,500 (54.5%) TOTAL CAPITAL OUTLAY 22 6,000 3,000 (50.0%) TOTAL CITY GARAGE 453,672 484,500 527,200 8.8% 39 CITY OF CHANHASSEN 2010 BUDGET Commentary Community Development - Planning Commission Mission and Current Services The Planning Commission prepares and maintains the Comprehensive Plan for the City and advises the City Council on matters regarding implementation of the plan. The Commission reviews rezoning requests, variances, conditional and special use permits, and other planning- related matters. The Commission is comprised of seven members appointed by the City Council for staggered three-year terms. Budget Highlights There are no changes in this budget from 2009 to 2010. Future Trends The Commission will continue to work on code amendments for the implementation of the comprehensive plan. Outcomes The budget covers the expenses associated with the function of the Planning Commission: Expenses for publishing the agenda and public hearing notices. The budget also includes travel and training, including seminar and Planning Commission Journal subscriptions. 40 CITY OF CHANHASSEN 2010 BUDGET 101 General Fund 1410 Planning Commission 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC) 4210 Books & Periodicals 200 200 0.0% TOTAL MATERIALS & SUPPLIES 200 200 0.0% 4340 Printing & Publishing 2,461 3,000 3,000 0.0% 4350 Cleaning & Waste Removal 62 0.0% 4360 Subscriptions & Memberships 139 200 200 0.0% 4370 Travel & Training 342 800 800 0.0% TOTAL CONTRACTUAL SERVICES 3,004 4,000 4,000 0.0% TOTAL PLANNING COMMISSION 3,004 4,200 4,200 0.0% 41 CITY OF CHANHASSEN 2010 BUDGET Commentary Community Development - Planning Administration Mission and Current Services The Planning Department identifies community needs and goals to guide modifications to the Comprehensive Plan. The department also reviews development plans for compliance with existing ordinances and state laws. Budget Highlights Total expenditures have increased by 1.3% due to increased insurance contributions. Future Trends The majority of building activity will be in current developments, including additions and remodeling to existing commercial and industrial buildings. Outcomes The planning staff (2 Senior Planners, Planner I, and Community Development Director) The planning staff provides staff support to the Planning Commission Update the City Code to meet the goals and policies of the 2030 Comprehensive Plan Review land use plan for consistency with City plans and land use regulations Administer the Zoning Ordinance Maintain City Demographics Code Enforcement 42 CITY OF CHANHASSEN 2010 BUDGET 101 General Fund 1420 Planning Administration 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC} . 4010 Salaries & Wages-Reg 296,778 305,300 304,900 (0.1%) 4030 Contributions-Retirement 40,279 44,000 44,700 1.6% 4040 Contributions-Insurance 35,983 38,100 43,900 15.2% 4050 Workers Compensation 448 1,300 600 (53.8%) TOTAL PERSONAL SERVICES 373,487 388,700 394,100 1.4% 4120 Supplies-Equipment 168 300 300 0.0% 4130 Supplies-Program 100 100 0.0% 4140 Supplies-Vehicles 72 100 100 0.0% 4210 Books & Periodicals 200 200 0.0% TOTAL MATERIALS & SUPPLIES 241 700 700 0.0% 4300 Fees, Services 7,433 5,000 5,000 0.0% 4310 Telephone 6 200 200 0.0% 4340 Printing & Publishing 200 200 0.0% 4360 Subscriptions & Memberships 1,131 1,500 1,500 0.0% 4370 Travel & Training 4,090 6,400 6,400 0.0% 4440 License & Registration 15 600 600 0.0% 4520 Repair & Maintenance-Vehicles 208 200 200 0.0% 4901 Refunds/Reimbursements 1,193 0.0% 4933 Sales Tax 1 0.0% TOTAL CONTRACTUAL SERVICES 14,076 14,100 14,100 0.0% TOTAL PLANNING ADMINISTRATION 387,804 403,500 408,900 1.3% 43 CITY OF CHANHASSEN 2010 BUDGET Commentary Community Development - Senior Commission Mission and Current Services This budget provides oversight for the congregate dining program and advises the City Council with regard to the program needs for community senior citizens. Budget Highlights The total budget reflects maintenance of existing services, but shows a decrease of 13.5% for fees for services, staffing of the congregate dining services. Future Trends Continue to educate the senior population on available senior services and identify changing senior needs. Outcomes This budget funds the salary of the Congregate Dining Coordinator including Meals-on- Wheels This budget also funds a portion of the Senior Planner that is the staff to the Senior Commission 44 CITY OF CHANHASSEN 2010 BUDGET 101 General Fund 1430 Senior Commission 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC) 4010 Salaries & Wages-Reg 17,062 17,800 17,700 (0.6%) 4030 Contributions-Retirement 2,366 2,600 2,600 0.0% 4040 Contributions-Insurance 1,483 1,600 1,600 0.0% 4050 Workers Compensation 25 100 100 0.0% TOTAL PERSONAL SERVICES 20,936 22,100 22,000 (0.5%) 4300 Fees. Services 8,724 15,000 10,000 (33.3%) 4370 Travel & Training 200 200 0.0% 4375 Promotional Expense 25 500 500 0.0% TOTAL CONTRACTUAL SERVICES 8,749 15,700 10,700 (31.8%) TOTAL SENIOR COMMISSION 29,685 37,800 32,700 (13.5%) 45 CITY OF CHANHASSEN 2010 BUDGET Commentary Parks and Recreation - Park and Recreation Commission Mission and Current Services The Park and Recreation Commission provides recommendations and advice to the City Council regarding parks, recreation and leisure services. The Commission is comprised of seven members appointed by the City Council for staggered three-year terms. Budget Highlights Printing and Publishing: Publication of Commission agendas Subscriptions and Memberships: Membership in the Minnesota Recreation and Park Association and the National Park and Recreation Association Travel.and Training: Workshops, special training, and conferences Future Trends The Commission will focus future efforts on an update of the comprehensive plan, operations at the recreation center and the amendment or addition of local partnerships as a means of advancing recreation programs. Outcomes The Commission considers matters pertaining to parks and public recreation programs as referred to the Commission by the Council, or as the members of the Commission themselves deem proper. Preparation of a comprehensive plan for the future development of the City park and recreation system, to be submitted to the City Council for implementation, and to maintain said plan, and recommend amendments of the plan to the City Council, as may become necessary or desirable. To act in an advisory capacity to the Council in all matters relating to park and recreation in the City. 46 CITY OF CHANHASSEN 2010 BUDGET 101 General Fund 1510 Park & Rec Commission 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/{DEC) 4130 Supplies-Program 100 100 0.0% 4210 Books & Periodicals 100 100 0.0% TOTAL MATERIALS & SUPPLIES 200 200 0.0% 4340 Printing & Publishing 920 900 900 0.0% 4360 Subscriptions & Memberships 700 700 0.0% 4370 Travel & Training 174 400 400 0.0% TOTAL CONTRACTUAL SERVICES 1,094 2,000 2,000 0.0% TOTAL PARK & REC COMMISSION 1,094 2,200 2,200 0.0% 47 CITY OF CHANHASSEN 2010 BUDGET Commentary Parks and Recreation - Parks and Recreation Administration Mission and Current Services The Parks and Recreation Administration budget exists to plan, develop, and administer leisure- time activities in the community. This function physically plans and develops parks, open space, trails and indoor recreation facilities. Staff also coordinates programs with the school districts, Chanhassen Athletic Association, and other organizations. Budget Highlight Salaries and Wages: Park and Recreation Director Subscriptions and Memberships: Professional memberships in state and national professional associations Travel and Training: Attendance at continuing education workshops and conferences Future Trends Parks, trails, park programs and open space are being increasingly recognized for performing three important functions: meeting physical and psychological needs, enhancing and protecting the resource base and property values, and providing a positive impact on economic development. Outcomes The park and recreation administrator works to ensure that local recreational facilities and open space areas reasonably meet the outdoor recreation needs of the community's residents and preserve and protect environmentally-sensitive areas and varied topography. This goal shall be accomplished by: Providing park and open space facilities that emphasize accessibility and use by Chanhassen residents. Coordinating the expenditure of local funds for recreational open space in concert with the provision and development of other municipal services. Updating the recreation section of the comprehensive plan every five years. Conducting an annual assessment of capital improvement program needs. Providing open space areas which assist in the conservation and protection of ecologically sensitive areas. Developing a park and open space plan which is consistent with and complements the overall land use plan for Chanhassen. Encouraging citizen participation in planning for and development of park and open space facilities. Developing a comprehensive interconnected traiVsidewalk system throughout the community. Facilitating cooperative efforts between local school systems and the City in acquisition, development and usage of recreational lands and facilities. Seeking assistance from community groups in the planning for and development of park and open space facilities. . 48 CITY OF CHANHASSEN 2010 BUDGET 101 General Fund 1520 Park & Rec Administration 2009 to 2008 2009 2010 2010ACCOUNTDESCRIPTIONACTUALBUDGETBUDGET % INC/(DEC) 4010 Salaries & Wages-Reg 98,391 99,100 99,500 0.4%4030 Contributions-Retirement 13,338 14,300 14,500 1.4%4040 Contributions-Insurance 9,516 10,100 10,500 4.0%4050 Workers Compensation 147 500 200 (60.0%)TOTAL PERSONAL SERVICES 121,391 124,000 124,700 0.6% 4120 Supplies-Equipment 18 500 500 0.0%4130 Supplies-Program 57 200 200 0.0%4210 Books & Periodicals 100 100 0.0%4240 Uniforms & Clothing 200 200 0.0%TOTAL MATERIALS & SUPPLIES 75 1,000 1,000 0.0% 4300 Fees, Services 10 1,100 1,100 0.0%4310 Telephone 1,507 900 900 0.0%4330 Postage 400 2,000 400.0%4340 Printing & Publishing 1,500 14,000 833.3%4360 Subscriptions & Memberships 1,068 1,600 1,600 0.0%4370 Travel & Training 4,390 4,800 4,800 0.0%4380 Mileage 142 300 300 0.0%TOTAL CONTRACTUAL SERVICES 7,116 10,600 24,700 133.0% TOTAL PARK & REC ADMINISTRATION 128,582 135,600 150,400 10.9% 49 CITY OF CHANHASSEN 2010 BUDGET Commentary Parks and Recreation - Recreation Center Mission and Current Services: The Recreation Center budget exists to provide fitness and recreational opportunities for the community. The Center also provides community space for programs and rentals. The Recreation Center provides year-round indoor and outdoor recreational programs. This facility is shared with Independent School District 112 and Bluff Creek Elementary School. Budget Highlights: Salary and wages: Recreation Center Manager, Facility Supervisors, Dance Coordinator and Dance Instructors Supplies - Equipment: $4,000 fitness equipment, gym supplies and facility rental equipment requirements Supplies - Programs: $42,000 supplies needed for Dance for Fun program, participant costumes and additional in-house program supply needs at the Recreation Center Fees for Service: $32,000 program management fees to provide recreational opportunities to the community Utilities: $37,500 Recreation Center is responsible for 24% of facility heating, air conditioning, and electrical service Repair and Maintenance-Building: $3,000 facility repair and maintenance requirements Future Trends As the health and fitness industry grows and changes, the Recreation Center will introduce new fitness formats, offer additional youth programs and multi-generational activities, and enhance recreational opportunities for youth, families and seniors. Outcomes, The Recreatiol1 Center Manager will ensure quality programs and opportunities are offered for the community. . Offer fitness and recreational services at an affordable price. Provide a friendly atmosphere for participants of all ages to feel welcome. Provide a variety of programs to meet community needs. Encourage increased participation in community fitness. Offer rental facilities at affordable rates. 50 CITY OF GHANHASSEN 2010 BUDGET 101 General Fund 1530 Recreation Center 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET 0/0 INC/(DEC) 4010 Salaries & Wages-Reg 50,204 53,900 53,900 0.0% 4020 Salaries & WagescTemp 146,087 135,000 130,000 (3.7%) 4030 Contributions-Retirement 27,060 28,000 28,000 0.0% 4040 Contributio~-Insurance 4,889 6,200 6,400 3.2% 4050 Workers Compensation 4,171 4,000 1,400 (65.0%) 4060 Unemployment 30 0.0% TOTAL PERSONAL SERVICES 232,442 227,100 219,700 (3.3%) 4120 Supplies-Equipment 2,652 8,000 4,000 (50.0%) 4130 Supplies-Program 42,686 3,000 42,000 1300.0% 4150 Maintenance Materials 518 500 500 0.0% 4240 Uniforms & Clothing 826 800 0.0% TOTAL MATERIALS & SUPPLIES 46,681 11,500 47,300 311.3% 4300 Fees, Services 51,588 29,700 32,000 7.7% 4310 Telephone 1,071 2,500 2,500 0.0% 4320 Utilities 32,988 37,500 37,500 0.0% 4360 SUbscriptions & Memberships 381 300 300 0.0% 4370 Travel & Training 99 400 400 0.0% 4375 Promotional Expense 1,544 1,600 1,600 0.0% 4510 Repair & Maintenance-Building 5,382 3,000 3,000 0.0% 4530 Repair & Maintenance-Equip 3,569 1,000 1,000 0.0% 4590 Misc. Contractual Services 108 1,000 1,000 0.0% 4933 Sales Tax 175 0.0% TOTAL CONTRACTUAL SERVICES 96,903 77,000 79,300 3.0% TOTAL RECREATION CENTER 376,026 315,600 346,300 9.7% 51 CITY OF CHANHASSEN 2010 BUDGET Commentary Parks and Recreation - Lake Ann Park Operations Mission and Current Services This department provides for the operations at Lake Ann Park. Revenues, which offset some of the expenses, include facility rental, watercraft and equipment rental, and concession fees. Budget Highlights The total budget reflects maintenance of existing services. Future Trends As Chanhassen continues to develop our park system, Lake Ann's presence will be more important. Enhancing and maintaining our existing facilities at Lake Ann will provide our residents with a "go to" place to fill their recreational needs. Outcomes Administration ~taff works daily with park maintenance staff to maintain a high level of service at our most popular community park Provide leadership in coordinating all components of the Lake Ann Concession/Watercraft rental operation. Continue to work with Minnetonka Community Education and Services in building upon a longstanding relationship while providing a safe environment with lifeguards at Lake Ann beach. Coordinate all facility rentals/reservations in order for our customers to have a quality experience. 52 CITY OF CHANHASSEN 2010 BUDGET 101 General Fund 1540 Lake Ann Park Operations 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC) 4020 Salaries & Wages-Temp 5,965 12,200 12,200 0.0% 4021 Overtime-Temp 29 400 400 0.0% 4030 Contributions-Retirement 459 600 600 0.0% 4050 Workers Compensation 143 200 200 0.0% TOTAL PERSONAL SERVICES 6,595 13,400 13,400 0.0% 4120 Supplies-Equipment 1,965 0.0% 4130 Supplies-Program 5,962 9,000 9,000 0.0% 4240 Uniforms & Clothing 500 500 0.0% TOTAL MATERIALS & SUPPLIES 7,927 9,500 9,500 0.0% 4300 Fees, Services 29,136 34,000 30,000 (11.8%) 4310 Telephone 1,739 2,400 2,000 (16.7%) 4320 Utilities 11,438 20,000 13,000 (35.0%) 4340 Printing & Publishing 133 1,000 400 (60.0%) TOTAL CONTRACTUAL SERVICES 42,445 57,400 45,400 (20.9%) TOTAL LAKE ANN PARK OPERATIONS 56,968 80,300 68,300 (14.9%) 53 CITY OF CHANHASSEN 2010 BUDGET Commentary Parks and Recreation - Park Maintenance Mission and Current Services This department maintains the City's park sites, play equipment, athletic facilities, and trails. This department is also responsible for the maintenance of the downtown business district including lighting, mowing, banners and other items. Budget Highlights Minor adjustments were made to Supplies, Other Equipment and Maintenance Material areas but there are no increases in the Park Maintenance budget. Salaries: 7 full time employees (Park Superintendent, 4 Park Maintenance, and 2 Downtown Maintenance). Seasonal Employees: 14 Seasonal Park Maintenance employees. Supplies: Reflects all miscellaneous supplies and materials needed to maintain all existing parks and play structures. Maintenance Material: o $10,000 - fertilizer for all parks with high athletic use o $5,000 - sand for beaches, gravel, rock, and fill o $3,000 - weed spray for parks o $1,500 - small black top repairs to trails Irrigation Supplies: Supplies for irrigation system in parks, Bluff Creek Elementary, CityHall, Library, Fire Stations. Fees and Services o . $7,000 - snowplowing City owned parking lots, downtown o . $7,500 - fertilizer and weed control for downtown buildings, City Hall, Library, and Fire Stations o $2,000 - spray thistle on City property Cleaning and Waste Removal: Services for rubbish removal throughout the year at all City parks. Rental land and Buildings: Rental of 41 portable toilets used in City parks. Other Equipment: o $4,000 - Bobcat attachment to screen black dirt. Future Trends The trail system will continue to grow with new sections being added annually. New parks will be added with the development of the southern part of Chanhassen. Outcomes This budget reflects maintenance needs for 37 parks, 70 miles of trails, 26 ball fields, 22 soccer fields, 17 tennis courts, the skate park, the downtown boulevard, 2 fire stations, City Hall and the library. 54 CITY OF CHANHASSEN 2010 BUDGET 101 General Fund 1550 Park Maintenance 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC) 4010 Salaries & Wages-Reg 440,351 448,500 448,100 (O.1%) 4011 Overtime-Reg 8,840 15,000 15,000 0.0% 4020 Salaries & Wages-Temp 87,251 90,000 90,000 0.0% 4021 Overtime-Temp 2,983 4,000 4,000 0.0% 4030 Contributions-Retirement 68,406 67,000 69,000 3.0% 4040 Contributions-Insurance 60,663 64,100 67,400 5.1% 4050 Workers Compensation 10,710 12,500 11,200 (10.4%) TOTAL PERSONAL SERVICES 679,203 701,100 704,700 0.5% 4120 Supplies-Equipment 42,021 32,000 38,000 18.8% 4140 Supplies-Vehicles 6,007 8,000 8,000 0.0% 4150 Maintenance Materials 21,083 33,000 27,000 (18.20,'0) 4151 Irrigation Materials 2,210 3,000 3,000 0.0% 4170 Motor Fuels & lubricants 125 0.0% 4240 Uniforms & Clothing 1,461 2,800 2,800 0.0% 4260 Small Tools & Equipment 1,643 2,500 2,500 0.0% TOTAL MATERIALS & SUPPLIES 74,550 81,300 81,300 0.0% 4300 Fees, Services 25,722 22,000 22,000 0.0% 4310 Telephone 2,457 3,700 2,700 (27.0%) 4320 Utilities 10,534 7,500 8,600 14.7% 4340 Printing & Publishing 200 200 0.0% 4350 Cleaning & Waste Removal 9,089 8,000 8,000 0.0% 4360 Subscriptions & Memberships 70 400 400 0.0%4370 Travel & Training 416 2,000 2,000 0.0%4400 Rental-land & Buildings 29,196 31,500 31,500 0.0% 4410 Rental-Equipment 939 2,000 2,000 0.0% 4440 license & Registration 909 700 700 0.0% 4510 Repair & Maintenance-Building 8,119 3,000 3,000 0.0% 4520 Repair & Maintenance-Vehicles 2,192 2,500 2,500 0.0% 4530 Repair & Maintenance-Equip 3,027 6,500 6,500 0.0%4531 Repair & Maintenance-Radios 500 500 0.0% 4560 Repair & Maintenance-Signs 1,652 4,000 4,000 0.0%4933 Sales Tax 43 0.0% TOTAL CONTRACTUAL SERVICES 94,364 94,500 94,600 0.1% 4705 Other Equipment 1,190 4,000 4,000 0.0% TOTAL CAPITAL OUTLAY 1,190 4,000 4,000 0.0% TOTAL PARK MAINTENANCE 849,307 880,900 884,600 0.4% 55 CITY OF CHANHASSEN 2010 BUDGET Commentary Parks and Recreation - Senior Citizens Center Mission and Current Services The Senior Center budget exists to plan and implement a variety of year-round programs, special events, monthly one-day tours and health and wellness activities for older adults. TheSenior Center provides a setting which is welcoming and looks to improve the quality of life and use of leisure time. Senior Center programs and activities are funded by a combination of affordable fees and community sponsorship programs. Budget Highlights The budget provides the Senior Center Coordinator the ability to plan, implement and utilize resources to provide a wide variety of programs, activities, special events and recreation opportunities to our residents. The Senior Center will continue to offer quality programs and activities to our residents and be a place where older adults can embrace positive aging and feel part of the community. Future Trends As the senior population grows and changes, the Senior Center will keep current on new trends and offer programs and services to meet and address these changing needs. Older adults are moving out of their large family homes and/or relocating to Chanhassen due to the large variety of life cycle housing as well as to be closer to their adult children. They look to the Senior Center for a social and recreation network to interact with other seniors. Outcomes Chanhassen has a strong and respected reputation for providing quality programming and activities for its senior population. The Senior Center Coordinator will work to ensure that this continues by: Providing quality programs, activities and classes that are relevant and affordable to all participants while also looking to attract new participants. Providing a friendly and inviting environment for all older adults to feel welcome and comfortable in use of their leisure time. Facilitating, exploring and networking with local agencies, service providers and businesses to provide joint programming and secure financial sponsorship for program development and implementation. 56 CITY OF CHANHASSEN 2010 BUDGET 101 General Fund 1560 Senior Citizens Center 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/CDEC) 4010 Salaries & Wages-Reg 35,655 38,400 38,200 (0.5%) 4030 Contributions-Retirement 5,085 5,600 5,600 0.0% 4040 Contributions-Insurance 295 0.0% 4050 Workers Compensation 54 200 200 0.0% TOTAL PERSONAL SERVICES 41,089 44,200 44,000 (0.5%) 4120 Supplies-Equipment 368 300 300 0.0% 4130 Supplies-Program 2,241 4,200 4,200 0.0% TOTAL MATERIALS & SUPPLIES 2,610 4,500 4,500 0.0% 4300 Fees, Services 22,986 19,600 19,600 0.0% 4340 Printing & PUbliShing 100 100 0.0% 4350 Cleaning & Waste Removal 147 200 200 0.0% 4360 SUbscriptions & Memberships 28 100 100 0.0% 4370 Travel & Training 145 300 300 0.0% 4375 Promotional Expense 200 200 0.0% 4380 Mileage 160 100 100 0.0% 4933 Sales Tax 1 0.0% TOTAL CONTRACTUAL SERVICES 23,467 20,600 20,600 0.0% TOTAL SENIOR CITIZENS CENTER 67,166 69,300 69,100 (0.3%) 57 CITY OF CHANHASSEN 2010 BUDGET Commentary Parks and Recreation - Recreation Programs Mission and Current Services To provide a year-round recreational program that reflects a variety of interests in the communityandthatdevelopsasocial, physical, cultural, and aesthetic quality for our citizens. These programs are funded by a combination of affordable fees, property tax levy and a community sponsorship program. Budget Highlights The Recreation Programs budget provides our department the ability to plan and utilize resources to provide a wide variety of special events and recreation opportunities to our residents. Future Trends The function of this budget is to provide our residents with opportunities to grow as a family and to embrace being part of our community. Community events are held in high regard to our residents and our department will continue to grow our recreational opportunities. Outcomes Chanhassen has a deep tradition of planning and hosting special events and recreational opportunities for our residents. This budget gives the financial tools to provide this service. Provide first-class events for our residents. Continue summer concert music series. Seasonal wages and equipment needed for playground program, warming houses, recreation intern and skate park attendants. 58 CITY OF CHANHASSEN 2010 BUDGET 101 General Fund 1600 Recreation Programs 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC) 4010 Salaries & Wages-Reg 88,678 89,100 88,900 (0.2%) 4020 Salaries & Wages-Temp 61,743 62,500 55,500 (11.2%) 4021 Overtime-Temp 1,329 1,100 1,100 0.0% 4030 Contributions-Retirement 17,364 15,500 17,000 9.7% 4040 Contributions-Insurance 5,213 8,000 7,100 (11.3%) 4050 Workers Compensation 1,227 1,400 200 (85.7%) TOTAL PERSONAL SERVICES 175,554 177,600 169,800 (4.4%) 4120 Supplies-Equipment 2,000 2,000 0.0% 4130 Supplies-Program 16,282 15,600 15,600 0.0% 4240 Uniforms & Clothing 1,245 1,500 1,500 0.0% TOTAL MATERIALS & SUPPLIES 17,527 19,100 19,100 0.0% 4300 Fees, Services 64,252 54,100 58,000 7.2% 4310 Telephone 1,194 3,200 3,200 0.0% 4320 Utilities 3,358 3,700 3,500 (5.4%) 4330 Postage 200 200 0.0% 4340 Printing & Publishing 5,856 6,400 4,400 (31.3%) 4370 Travel & Training 414 400 400 0.0% 4380 Mileage 15 600 200 (66.7%) 4400 Rental-Land & Buildings 5,981 7,000 6,500 (7.1%) 4410 Rental-Equipment 12,668 18,200 18,200 0.0% 4933 Sales Tax 84 0.0% TOTAL CONTRACTUAL SERVICES 93,823 93,800 94,600 0.9% TOTAL RECREATION PROGRAMS 286,903 290,500 283,500 (2.4%) 59 CITY OF CHANHASSEN 2010 BUDGET Commentary Parks and Recreation - Self-Supporting Programs Mission and Current Services This department generally funds adult programs and craft and instructional classes that are designed to cover all costs from fee revenue. New programs may be started from this budget even though they may not recover all costs in the first year. Activities are expected to become self-sufficient in following years and are evaluated annually. Budget Highlights This budget provides our residents many recreational opportunities while allowing our department to offset expenditures through program revenues. Future Trends Continue to look for the next big program that will provide our residents with quality opportunities and also assist our department with revenue generation. We will continue to look for our next niche" programs that will fill the needs for smaller groups or individuals. Outcomes It is staffs mandate that this budget's expenses are offset by the revenue collected from various programs. Offer first-class adult sporting leagues while promoting social and physical activity. Assist other departments in City hall. with quality programs. Safety Camp is an annual program that our department helps coordinate. Children's enrichment programs are offered to help develop their social and physical needs. Offer many varieties of sporting lessons and camps for our active residents. 60 CITY OF CHANHASSEN 2010 BUDGET 101 General Fund 1700 Self-Supporting Programs 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAl BUDGET BUDGET % INC/(DEC) 4010 Salaries & Wages-Reg 22,170 22,300 22,300 0.0% 4020 Salaries & Wages-Temp 3,725 900 900 0.0% 4030 Contributions-Retirement 3,478 3,300 3,400 3.0% 4040 Contributions-Insurance 1,303 2,000 2,000 0.0% 4050 Workers Compensation 86 100 100 0.0% TOTAL PERSONAL SERVICES 30,762 28,600 28,700 0.3% 4120 Supplies-Equipment 600 600 0.0% 4130 Supplies-Program 7,700 7,100 8,000 12.7% TOTAL MATERIALS & SUPPLIES 7,700 7,700 8,600 11.7% 4300 Fees, Services 45,929 49,300 46,000 (6.7%) TOTAL CONTRACTUAL SERVICES 45,929 49,300 46,000 (6.7%) TOTAL SELF-SUPPORTING PROGRAMS 84,391 85,600 83,300 (2.7%) 61 CITY OF CHANHASSEN 2010 BUDGET Commentary Parks and Recreation - Recreation Sports Mission and Current Services This budget exists to fund sports programs for preschool and school age children. All programs are supervised by the Recreation Center Manager and Recreation Supervisor. New programs are expected in.the future as growth continues. Activities are to be self-sufficient and are evaluated annually. Budget Highlights This budget allows our department to provide year round sports programs for children of all ages. All programs are offset through program revenues. Future Trends These programs provide youth with an opportunity to participate in beginner level sports activities at an affordable price. As the Recreation Sports programs grow we plan to expand existing programming as well as exploring new opportunities. Staff looks to continue to offer quality activities for children. Outcomes Staff will ensure quality and affordable sports programs for youth and ensure that this budget's expenses are offset by the revenue collected from programs. Offer many varieties of quality sporting opportunities to meet community needs. Increase revenue received over prior contracted sports programs. Help children develop social and physical skills through introductory sports classes. Staff wages and equipment will be needed as program begins and grows. 62 CITY OF CHANHASSEN 2010 BUDGET 1800 Recreation Sports 101 General Fund ACCOUNT 4020 4030 4050 4120 4130 4240 4300 DESCRIPTION 2008 ACTUAL Salaries & Wages-Temp Contributions-Retirement Workers Compensation TOTAL PERSONAL SERVICES Supplies-Equipment Supplies-Program Uniforms & Clothing TOTAL MATERIALS & SUPPLIES Fees, Services TOTAL CONTRACTUAL SERVICES TOTAL RECREATION SPORTS 63 2009 BUDGET 2010 BUDGET 8,400 1,000 100 9,500 2,000 2,100 4,800 8,900 18,400 2009 to 2010 INC/fDEC) 100.0% 100.0% 100.0% 100.0% 100.0% 100.0% 100.0% 100.0% 0.0% 0.0% 100.0% This page.intentionally left blank. 64 SPECIAL REVENUE FUNDS Special Revenue Funds are established to account for taxes and other revenues designated for a particular purpose by legislation or by the payer of the funds. 10% Fund - Under the term of the charitable gambling license agreement with the American Legion, the City is to receive 10% of the net revenues derived from pull-tab operations. These monies are restricted to use in programs that benefit youth in the community, public safety capital needs excluding pensions, and publi~ safety training. CATV Fund - Under the term of the franchise agreement with cable television operators, the City is to receive 5% of the revenues derived from cable television sales within the City. These monies are dedicated to improving public communications, broadcasting of public meetings, and necessary related expenditures. 65 CITY OF CHANHASSEN 2010 BUDGET Commentary Special Revenue Fund -10%-201 Mission and Current Services Under the term of the charitable gambling license agreement with the American Legion, the City is to receive 10% of the net revenues derived from pull-tab operations. These monies are restricted to use in programs that benefit youth in the community, public safety capital needs excluding pensions, and public safety training. Budget Highlights The proposed 2010 budget includes $17,500 for training opportunities for the fire department. Outcomes In 2009 the entire budget for training of $17,500 was spent on various firefighter training sessions, allowing for training opportunities that would not have been available with just the amounts budgeted for in the City's general fund for firefighter training. 66 CITY OF CHANHASSEN 2010.BUDGET SPECIAL REVENUE FUNDS 201 10% Fund 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC) REVENUE GENERAL PROPERTY TAX 3801 Interest Earnings 2,006 1,500 1,500 0.0% 3807 Donations 10,260 12,000 12,000 0.0% TOTAL GENERAL PROPERTY TAX 12,266 13,500 13,500 0.0% TOTAL REVENUE 12,266 13,500 13,500 0.0% EXPENDITURES CONTRACTUAL SERVICES 4370 Travel & Training 17 ,500 17,500 17,500 0.0% TOTAL CONTRACTUAL SERVICES 17 ,500 17 ,500 17,500 0.0% CAPITAL OUTLAY 4703 Office Equipment 0.0% TOTAL CAPITAL OUTLAY 0.0% TOTAL EXPENDITURES 17,500 17 ,500 17;500 0.0% REVENUE OVER/(UNDER) EXPENDITURES (5,234) (4,000) (4,000) 67 CITY OF CHANHASSEN 2010 BUDGET Commentary Special Revenue Fund - CATV~210 Mission and Current Services Under the terms of our franchise agreement with Mediacom, the City receives 5% of the revenues derived from cable television sales within the City. These funds are dedicated to improving communication with the public through broadcasting public meetings, studio improvements, and other improvements to the systems. The City utilizes the public access capabilities provided through these franchise fees by re-broadcasting City Council and Commission meetings, as well as providing other programs that serve a public or civic purpose. Budget Highlights The 2010 budget reflects a decrease in expenditures of $2,000 (2.1%). In 2008, the City completed the installation of upgraded AN equipment used for the broadcast of City meetings. The CATV budget includes one personnel, the City Recorder. The City Recorder provides verbatim minutes for City meetings, including City Council, Planning Commission, and Park & Recreation Commission. Future Trends The cable channel will continue to be used for public education and the promotion of public events. 68 CITY OF CHANHASSEN 2010 BUDGET SPECIAL REVENUE FUNDS 210 Cable TV Fund 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGEt BUDGET % INC/(DEC) REVENUE GENERAL PROPERTY TAX 3080 Franchise Fees 185,566 150,000 185,000 23.3% TOTAL GENERAL PROPERTY TAX 185,566 150,000 185,000 23.3% OTHER REVENUE 3801 Interest Earnings 20,788 10,000 15,000 50.0% TOTAL OTHER REVENUE 20,788 10,000 15,000 50.0% TOTAL REVENUE 206,355 160,000 200,000 25.0% EXPENDITURES PERSONAL SERVICES 4010 Salaries & Wages-Reg 65,584 70,000 70,000 0.0% 4011 Overtime 695 0.0% 4030 Contributions-Retirement 9,245 10,100 10,100 0.0% 4040 Contributions-Insurance 8,158 8,700 8,700 0.0% 4050 Workers Compensation 100 300 300 0.0% TOTAL PERSONAL SERVICES 83,782 89,100 89,100 0.0% MATERIALS & SUPPLIES 4120 Supplies-Equipment 489 500 500 0.0% TOTAL MATERIALS & SUPPLIES 489 500 500 0.0% CONTRACTUAL SERVICES 4300 Fees, Servic.es 143,038 2,000 2,000 0.0% 4340 Printing & Publishing 500 500 0.0% 4370 Travel & Training 100 100 0.0% 4483 Liability Insurance 1,500 1,500 1,500 0.0% TOTAL CONTRACTUAL SERVICES 144,538 4,100 4,100 0.0% CAPITAL OUTLAY 4705 Other Equipment 268 2,000 (100.0%) TOTAL CAPITAL OUTLAY 268 2,000 (100.0%) TOTAL EXPENDITURES 229,076 95,700 93,700 (2.1 %) REVENUE OVER/(UNDER) EXPENDITURES (22,721 ) 64,300 106,300 69 This page intentionally left blank. 70 ENTERPRISE FUNDS Enterprise Funds account for the operation of the sewer and water utilities and surface water management district. These funds use the accrual method of accounting, because they are run like independent businesses. Taxes and their revenues are designated for a particular purpose by legislation or by the payer of the funds. Water Utilitv Fund - This fund accounts for the operation of the City-owned water system. It includes the operation of wells and water towers around town. Sewer Utility Fund - This fund accounts for the operation of the City-owned sewer system. It includes the operation of lift stations and payments to the Metropolitan Council Environmental Services division for treating the raw sewage from our City. Surface Water ManaQement Fund - This fund accounts for operations of the City's surface water management district. Those responsibilities include diverting storm water runoff, controlling ponds, managing discharges and other drainage issues. 71 CITY OF CHANHASSEN 2010 BUDGET Commentary Enterprise Fund - Water Utility Fund-700 Mission and Current Services This budget is funded through user fees in the form of utility billings and provides for the operations necessary for the following programs: Provide a safe and reliable drinking water supply and distribution system Operate and maintain ten (10) municipal water wells and approximately 90 miles of watermain Operate and maintain three (3) water storage facilities Repair, watermain breaks Confirms that water meets Department of Health requirements. Coordinate between 1,300 and 1,400 water tests per year Maintain hydrants and perform annual flushing Outcomes The major costs in the City Water Utility department, aside from personnel, that provides services to the City are as follows: Chemicals: This item pays for the chlorine and fluoride required for potable water. Also, this item will pay for other chemicals necessary to run the east water treatment plant. Utilities: This item pays for the power necessary to run the wells and the water treatment plant. Repair and Maintenance of Water: This item pays for some of the watermain break expenditures. 72 CITY OF CHANHASSEN 201 () BUDGET ENTERPRISE FUNDS 700 Water Enterprise Fund Operations 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC) REVENUE CHARGES FOR CURRENT SERVICES 3601 Sale of Documents 0.0% 3617 Engineering General 0.0% 3661 Water Usage 2,309,761 2,400,000 2,500,000 4.2% 3662 Utility Penalties 55,445 65,000 65,000 0.0% 3664 Sale of Meters & Parts 31,496 55,000 50,000 (9.1%) 3666 Bulk Water Sales 11,677 0.0% 3806 Hook Up Fees 491,056 1,000,000 500,000 (50.0%) TOTAL CURRENT SERVICES 2,899,435 3,520,000 3,115,000 (11.5%) OTHER REVENUE 3801 Interest Earnings 355,467 300,000 300,000 0.0% 3903 Refunds/Reimbursements 5,173 50,000 50,000 0.0% TOTAL OTHER REVENUE 360,640 350,000 350,000 0.0% TOTAl REVENUE 3,260,076 3,870,000 3,465,000 (10.5%) REVENUE OVER/(UNDER) EXPENDITURES 1,998,903 2,470,300 2,142,600 73 CITY OF CHANHASSEN 2010 BUDGET ENTERPRISE FUNDS Water Operations 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC) 4010 Salaries & Wages-Reg 330,774 360,000 345,000 (4.2%) 4011 Overtime-Reg 21,354 20,000 25,000 25.0% 4012 Stand-By Pay 6,278 7,000 7,000 0.0% 4020 Salaries & Wages-Temp 12,877 15,000 15,000 0.0% 4021 Overtime-Temp 241 0.0% 4030 Contributions-Retirement 50,266 55,000 52,000 (5.5% ) 4040 Contributions-Insurance 46,274 52,000 52,000 0.0% 4050 Workers Compensation 21,930 9,000 27,000 200.0% TOTAL PERSONAL SERVICES 489,994 518,000 523,000 1.0% 4120 Supplies-Equipment 9,289 6,800 10,000 47.1% 4130 Supplies-Program 57 500 100 (80.0%) 4140 Supplies-Vehicles 6,342 6,000 6,000 0.0% 4150 Maintenance Materials 16,742 25,000 20,000 (20.0%) 4160 Chemicals 106,143 110,000 110,000 0.0% 4170 Motor Fuels & Lubricants 22,501 17 ,000 22,000 29.4% 4210 Books & Periodicals 23 300 200 (33.3% ) 4240 Uniforms & Clothing 1,742 1,800 1,800 0.0% 4250 Merchandise for Resale 57,672 95,000 60,000 (36.8%) 4260 Small Tools & Equipment 2,635 2,500 2,800 12.0% TOTAL MATERIALS & SUPPLIES 223,145 264,900 232,900 (12.1%) 4300 Fees, Services 37,949 35,000 38,000 8.6% 4301 Auditing 6,000 6,000 6,000 0.0% 4310 Telephone 15,217 11,000 15,000 36.4% 4320 Utilities 226,913 250,000 230,000 (8.0%) 4330 Postage 5,834 8,000 7,000 (12.5%) 4340 Printing & Publishing 3,346 8,500 4,000 (52.9%) 4350 Cleaning & Waste Removal 520 500 600 20.0% 4360 Subscriptions & Memberships 258 400 400 0.0% 4370 Travel & Training 2,747 6,000 3,000 (50.0%) 4410 Rental-Equipment 1 ,433 1,500 1,500 0.0% 4440 License & Registration 164 300 300 0.0% 4483 Insurance-General Liability 13,000 13,000 13,000 0.0% 4509 Remit to Other Agencies 53,683 70,000 60,000 (14.3%) 4510 Repair & Maintenance-Building 5,877 5,000 6,000 20.0% 4520 Repair & Maintenance-Vehicles 35 1,600 1,000 (37.5%) 4530 Repair & Maintenance-Equip 14,559 40,000 20,000 (50.0%) 4550 Repair & Maintenance-Water 77,310 50,000 75,000 50.0% 4552 Emergency Repairs-Water 77,926 110,000 80,000 (27.3%) 4807 Property Tax 4,606 5,000 100.0% 4933 Sales Tax 657 700 100.0% TOTAL CONTRACTUAL SERVICES 548,033 616,800 566,500 (8.2%) TOTAL WATER OPERATIONS 1t161,173 1,399,700 1,322,400 This page intentionally left blank. 75 CITY OF CHANHASSEN 2010 BUDGET Commentary Enterprise Fund - Sewer utility Fund-701 Mission and Current Services This budget is funded through user fees in the form of utility billings and provides for the operations necessary for the following programs: Operate and maintain a reliable sanitary sewer collection system Operate and maintain thirty-one (31) sanitary lift stations and approximately 70 miles of sanitary sewer main The City contracts with MCES (Metropolitan Council Environmental Services) for treatment of the waste and does not have a wastewater treatment plant Sanitary sewer televising Repair emergency sewer main breaks Inflow and infiltration Outcomes The major costs in the City Sewer Utility Department, aside from personnel, that provides services to the City are as follows: Remit to other agencies: The amount budgeted is $1,370,000. This item is the payment to the MCES for treatment of the sanitary sewer flows. Utilities: This item pays for the power to run the lift stations within the City. Repair and Maintenance of Sewers: This item pays for the maintenance and upkeep of the sewer system and lift stations. 76 CITY OF CHANHASSEN 2010 BUDGET ENTERPRISE FUNDS 701 Sewer Enterprise Fund Operations 2009 to 2008 2009 2010 2010ACCOUNTDESCRIPTIONACTUALBUDGETBUDGET % INC/(DEC) REVENUE CHARGES FOR CURRENT SERVICES 3617 Engineering General 0.0%3660 Sewer Customers 2,129,043 2,200,000 2,300,000 4.5%3662 Utility Penalties 51,116 45,000 50,000 11.1%3806 Hook-up Fees 173,491 225,000 225,000 0.0%3811 Sewer Surcharge 7,050 25,000 25,000 0.0%TOTAL CURRENT SERVICES 2,360,699 2,495,000 2,600,000 4.2% OTHER REVENUE 3801 Interest Earnings 121,807 75,000 75,000 0.0%3903 Refunds/Reimbursements 4,052 1,000 1,000 0.0%TOTAL OTHER REVENUE 125,858 76,000 76,000 0.0% TOTAL REVENUE 2,486,557 2,571,000 2,676,000 4.1% REVENUE OVERI(UNDE~) EXPENDITURES 697,446 608,900 678,900 77 CITY OF CHANHASSEN 2010 BUDGET ENTERPRISE FUNDS Sewer Operations 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INCICDECl 4010 Salaries & Wages-Reg 233,473 220,000 235,000 6.8% 4011 Overtime-Reg 10,317 10,000 10,000 0.0% 4012 Stand-By Pay 6,278 6,500 6,500 0.0% 4020 Salaries & Wages-Temp 11,840 16,000 16,000 0.0% 4021 Overtime-Temp 459 0.0% 4030 Contributions-Retirement 35,363 32,500 37,000 13.8% . 4040 Contributions-Insurance 29,406 30,000 32,000 6.7% 4050 Workers Compensation 3,637 7,200 4,000 (44.4%) TOTAL PERSONAL SERVICES 330,773 322,200 340,500 5.7% 4120 Supplies-Equipment 5,061 6,800 6,800 0.0% 4140 Supplies-Vehicles 625 6,000 1,000 (83.3% ) 4150 Maintenance Materials 3,508 10,000 4,000 (60.0%) 4160 Chemicals 2,682 1,000 3,000 200.0% 4170 Motor Fuels & Lubricants 16,367 20,000 20,000 0.0% 4210 Books & Periodicals 169 100 200 100.0% 4240 Uniforms & Clothing 1,862 1,800 2,000 11.1% 4260 Small Tools & Equipment 2,631 2,000 2,800 40.0% TOTAL MATERIALS & SUPPLIES 32,906 47,700 39,800 (16.6%) 4300 Fees, Services 28,300 30,000 30,000 0.0% 4301 Auditing 6,000 6,000 6,000 0.0% 4310 Telephone 5,205 7,000 7,000 0.0% 4320 Utilities 61,563 90,000 70,000 (22.2%) 4330 Postage 5,610 7,000 7,000 0.0% 4340 Printing & Publishing 1,545 3,000 2,000 (33.3% ) 4350 Cleaning & Waste Removal 93 500 200 (60.0%) 4360 Subscriptions & Memberships 400 400 0.0% 4370 Travel & Training 1,605 8,000 3,000 (62.5%) 4410 Rental-Equipment 482 1,500 1,500 0.0% 4440 License & Registration 187 100 200 100.0% 4483 Insurance-General Liability 13,000 13,000 13,000 0.0% 4509 Remit to Other Agencies 1,202,670 1,300,000 1,370,000 5.4% 4510 Repair & Maintenance-Building 3,338 1,700 3,500 105.9% 4520 Repair & Maintenance-Vehicles 644 2,000 1,000 (50.0%) 4530 Repair & Maintenance-Equip 11,738 12,000 12,000 0.0% 4531 Repair & Maintenance-Radios 0.0% 4551 Repair & Maintenance-Sewer 73,759 70,000 75,000 7.1% 4553 Emergency Sewer Repairs 9,661 40,000 15,000 (62.5%) 4933 Sales Tax 34 0.0% TOTAL CONTRACTUAL SERVICES 1,425,432 1,592,200 1,616,800 1.5% TOTAL SEWER OPERATIONS 1,789,111 1,962,100 1,997,100 78 This page intentionally left blank. 79 CITY OF CHANHASSEN 2010 BUDGET Commentary Enterprise Fund - Surface Water Management Fund-720 Mission and Current Services This fund serves as the financing mechanism for the construction and maintenance of storm water infrastructure, including storm sewers, storm water ponds and other storm water improvement projects. The improvements that occur with regard to storm water runoff, water retention and other water issues will improve the quality of the City's lakes, streams, and ponds. Budget Highlights Budgeted expenditures for 2010 are 1.2% less than the 2009 budget. Future Trends As a part of th~ update of the Surface Water Management Plan, the City has identified high- priority areas. These priorities are reflected in the capital improvement projects. Additional priorities have been established to comply with section 103D of the Clear Water Act including NPDES and non-degradation requirements. Outcomes The budget provides the salary and wages for three (3) full-time positions including the Water Resources Coordinator, Environmental Resources Coordinator, and Natural Resources Technician. Activities include all those related to Forestry, Natural Resources and Water Resources. These activities include: Staff to the Environmental Commission Recycling Forestry Arbor Day Community Gardens Stormwater Management including drainage complaints Wetland Permitting Erosion and sediment control inspection and enforcement NPDES/MS4 Compliance TMDL Requirements 80 CITY OF.CHANHASSEN 201 () BUDGET ENTERPRISE FUNDS 720 Surface Water Management Fund 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INCUDEC} REVENUE PERMITS 3328 Wetland Alteration 700 1,000 1,000 0.0% TOTAL PERMITS 700 1,000 1,000 0.0% CHARGES FOR CURRENT SERVICES 3533 Other Grants 0.0% 3601 Sale of Documents 14 0.0% 3660 Sewer Customers 469,587 450,000 470,000 4.4% 3662 Utility Penalties 9,731 8,000 10,000 25.0% 3806 Connection Charges 297,273 200,000 250,000 25.0% TOTAL CURRENT SERVICES 776,605 658,000 730,000 10.9% OTHER REVENUE 3801 Interest Earnings 213,822 150,000 150,000 0.0% 3903 Refunds and Reimbursements 8,400 0.0% TOTAL OTHER REVENUE 222,222 150,000 150,000 0.0% TOTAL REVENUE 999,527 809,000 881,000 8.9% REVENUE OVER/(UNDER} EXPENDITURES 766,292 397,875 474,800 81 CITY OF CHANHASSEN 2010 BUDGET ENTERPRISE FUNDS Surface Water Management Fund 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC) 4010 Salaries & Wages-Reg 125,213 126,000 126,200 0.2% 4020 Salaries & Wages-Temp 10,000 10,000 0.0% 4030 Contributions-Retirement 16,670 18,200 18,200 0.0% 4040 Contributions-Insurance 17,386 19,000 19,000 0.0% 4050 Workers Compensation 355 900 900 0.0% TOTAL PERSONAL SERVICES 159,624 174,100 174,300 0.1% 4120 Supplies-Equipment 261 5,000 5,000 0.0% 4130 Supplies-Program 790 7,500 5,000 (33.3% ) 4150 Maintenance Materials 7,069 25,000 25,000 0.0% 4210 Books and Periodicals 200 100 (50.0%) 4240 Uniforms & Clothing 105 100 100 0.0% TOTAL MATERIALS & SUPPLIES 8,225 37,800 35,200 (6.9% ) 4300 Fees, Services 51,730 175,000 175,000 0.0% 4301 Fees, Financial/Audit 8,000 8,000 8,000 0.0% 4310 Telephone and Communications 531 325 600 84.6% 4340 Printing & Publishing 2,500 1;000 (60.0% ) 4360 Subscriptions & Memberships 1,090 2,000 1,800 (10.0%) 4370 Travel & Training 2,256 4,500 4,500 0.0% 4380 Mileage 7 400 300 (25.0% ) 4410 Rental-Equipment 5,000 4,000 (20.0%) 4483 Insurance-General Liability 1,500 1,500 1,500 0.0% 4933 Sales Tax 272 0.0% TOTAL CONTRACTUAL SERVICES 65,385 199,225 196,700 (1.3%) TOTAL EXPENDITURES 233,234 411,125 406,200 82 CITY OF CHANHASSEN 2010SUOGET ENTERPRISE FUNDS 720 Surface Water Management Fund 7201 Recycling 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC) REVENUE INTERGOVERNMENTAL REVENUE 3520 Grants-County 7,463 2,000 1,500 (25.0% ) TOTAL INTERGOVERNMENTAL REV 7,463 2,000 1,500 (25.0%) CHARGES FOR CURRENT SERVICES 3650 Sale of Recyclables 68 0.0% TOTAL CURRENT SERVICES 68 0.0% TOTAL REVENUE 7,531 2,000 1,500 (25.0%) REVENUE OVER/(UNDER) EXPENDITURES (31,160) (50,300) (50,800) 83 CITY OF CHANHASSEN 2010 BUDGET 720 Surface Water Management Fund 7201 Recycling 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC) 4010 Salaries & Wages-Reg 21,196 21,800 21,800 0.0% 4030 Contributions-Retirement 2,888 3,200 3,200 0.0% 4040 Contributions-Insurance 4,581 4,900 4,900 0.0% 4050 Workers Compensation 71 200 200 0.0% TOTAL PERSONAL SERVICES 28,737 30,100 30,100 0.0% 4130 Supplies-Program 6,227 4,500 4,500 0.0% 4210 Books and Periodicals 100 100 0.0% 4260 Small Tools & Equipment 100 100 0.0% TOTAL MATERIALS & SUPPLIES 6,227 4,700 4,700 0.0% 4300 Fees, Services 1,564 15,000 15,000 0.0% 4340 Printing & Publishing 2,140 1,700 1,700 0.0% 4350 Cleaning and Waste Removal 500 500 0.0% 4360 Subscriptions & Memberships 24 200 200 0.0% 4370 Travel & Training 100 100 0.0% TOTAL CONTRACTUAL SERVICES 3,728 17,500 17,500 0.0% TOTAL RECYCLING 38,692 52,300 52,300 0.0% 84 CITY OF CHANHASSEN 2010 BUDGET ENTERPRISE FUNDS 720 Environmental Protection 7202 Reforestation ACCOUNT DESCRIPTION REVENUE INTERGOVERNMENTAL REVENUE 3533 Grants-Other TOTAL INTERGOVERNMENTAL REV CHARGES FOR CURRENT SERVICES 3640 Community Garden Plot Rental 3650 Sale of Recyclables 3903 Refunds and Reimbursements TOTAL CURRENT SERVICES TOTAL REVENUE REVENUE OVER/(UNDER) EXPENDITURES 2008 ACTUAL 1,850 2,202 8,949 13,002 13,002 72,296) 85 2009 BUDGET 1,500 1,500 3,000 3,000 77,200) 2010 BUDGET 1,500 1,500 3,000 3,000 77,200) 2009 to 2010 INC/(DEC) 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% CITY OF CHANHASSEN 2010 BUDGET 720 Surface Water Management Fund 7202 Reforestation 2009 to 2008 2009 2010 2010 ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC) 4010 Salaries & Wages-Reg 21,196 21,800 21,800 0.0% 4030 Contributions-Retirement 2,888 3,200 3,200 0.0% 4040 Contributions-Insurance 4,581 4,900 4,900 0.0% 4050 Workers Compensation 71 200 200 0.0% TOTAL PERSONAL SERVICES 28,736 30,100 30,100 0.0% 4120 Supplies-Equipment 260 0.0% 4130 Supplies-Program 5,551 6,000 6,000 0.0% 4260 Small Tools & Equipment 0.0% TOTAL MATERIALS & SUPPLIES 5,811 6,000 6,000 0.0% 4300 Fees, Services 46,760 40,000 40,000 0.0% 4320 Utilities/Community Garden 3,242 1,900 1,900 0.0% 4340 Printing & Publishing 275 1,100 1,100 0.0% 4360 Subscriptions & Memberships 55 100 100 0.0% 4370 Travel & Training 409 1,000 1,000 0.0% 4933 Sales Tax 10 0.0% TOTAL CONTRACTUAL SERVICES 50,751 44,100 44,100 0.0% TOTAL REF,QREST ATION 85,298 80,200 80,200 0.0% 86 APPENDIX 87 This page intentionally left blank. 88 City of Chanhassen Public Purpose Expenditure Policy Every City of Ch~assen 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 FOODIMEALS 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/commissionmembers,.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 ~hat was included in the purchase. 6. Reimbursable travel expenses for employees or councilmembers are outlined in the City of Chanhassen Personnel Policy. 7. The City will not purchase or reimburse any employee, councilmember, or agent for the purchase of intoxicating liquor or malt beverages. 89 The costs of these meals are included within individual department's budgets. These budgets are approved annually by the City Council as a part of the overall budget approval process which includes a public hearing on the proposed budget. MEMBERSHIPS AND DUES The City Council has determined that the City will fund memberships and dues in professional organizations and City social and community organizations when the purpose is to promote, . advertise, improve or develop the City's resources and advantages and not solely for personal interest or gain. The cost of these memberships and dues are included within individual department's budgets. These budgets are approved annually by the City Council as a part of the overall budget approval process which ine1udes 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 ofChanhassen 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 recogJ;rition awards shall be given to all regular and full-time employees who have completed co~tinuous years of service. The following awards have been established: a. Five (5) years - $25 in selected merchandise b. Ten (10) years - $50 in selected merchandise c. Fifteen (15) years - $75 in selected merchandise d. Twenty (20) years - $100 in selected merchandise e. Twenty-five (25) years - $150 in selected merchandise f. Thirty (30) years - $200 in selected merchandise g. Thirty-five (35) years - $250 in selected merchandise 2. The costs of these recognition awards are included within individual department's budgets. These budgets are approved annually by the City Council as a part of the overall budget approval process which includes a public hearing on the proposed budget. 3. The City supports events that are planned and paid for by employees. Examples of such events include but are not limited to the summer picnic, potluck meals, and holiday parties. The City Council understands that these events may occur during normal working hours, and 90 if approved by the City Manager or hislher designee, employees will not be required to use vacation or compensatory time fot stich events. 4. The City Manager has the authority to approve other forms of recognition including issuance of flex time or compensatory time as he or she sees appropriate. CREDIT CARD USE The use of credit cards by any employee otherwise authorized to make purchases on behalf of the City is permitted, provided that purchases made by credit card must comply with all statutes, rules, and/or Council policy applicable to City purchases. The use of City credit cards shall be limited to purchases on behalf of the City and no other purpose. CELLULAR TELEPHONES Practice The City recognizes that technology is advancing and cellular telephones are becoming a part of City equipment assigned to certain City employees. In recognition of that fact, the City has adopted a practic~ governing the use of cellular telephones. The development of this practice will encourage the wise use of available technology for the benefit of citizens in order to deliver City services in an efficient and cost-effective manner. It will also establish guidelines for the appropriate and efficient use of cellular telephones by City personnel. Guidelines: The City may purchase cellular telephones for employees who have a business necessity to telephone others and receive calls while outside of City buildings, or for employees' personal safety. Cellular telephones are City equipment and are to be used by authorized employees to conduct business in a professional manner. Employees are responsible for the proper care and handling of all City equipment in their possession. Cellular numbers shall not be given out to the general public except by the employee assigned that number. Calls will be limited to those that are necessary in order to perform assigned duties based uponcircumstancesatthattime. Calls that are not urgent will be made by other means. All calls will be held to the shortest duration possible. Elaborate conversations will be held in person or byothermeans. City employees having access to assigned City-owned cellular telephones during non-business hours may make necessary personal telephone calls during non-business hours. In return for the City paying forthe basic calling plan, the employee will be required to be available 24 hours a day, 7 days a week for emergency contact, providing the dollar value of calls does not exceed the 91 monthly calling plan rate charged for that particular cellular telephone. Personal use of City- owned cellular telephones should be kept to an absolute minimmn during business hours. If the calling plan rate is exceeded because of personal calls made during business and/or non-business hours, the employee shall reimburse the City the dollar value of personal calls that exceed the calling plan rate. Calling plans shall be selected based on the City's needs and shall not be adjusted to accommodate personal use by the employee. Employees must also reimburse the City for all personal cellular calls made where a toll or fee is charged. Compliance: On a monthly basis, cellular telephone bills from each cellular telephone will be submitted to the Finance Department. lfthe dollar value of calls does exceed the monthly cellular plan rate, a smnmary of personal calls shall be attached to the bill and will include the date of the call, the time, the nmnber to which the call was made and the signature of the employee who made the call. Also, a monthly reimbursement form for each cellular telephone (if necessary) will be submitted to the Department Head. The employee should attach a personal check made payable to the City of Chanhassen for reimbursement of personal calls made over the calling plan rate. The Department Head will then: . 1. Compare cellular telephone bills against this practice, and 2. Forward the cellular phone bill to the Finance Department. Safety: In the interest of safety, if calls are made inside a vehicle, employees are encouraged to bring vehicle to a complete stop when answering cellular calls. All outgoing calls, whenever practical, should be made with the vehicle in a stationary position. Hands-free devices shall be used when available. Cautionary Note: . Employees shoul<J be cognizant that cellular telephone communications are not a secure form of communication. Sensitive information should be conveyed through a more secure form of communication. Assignment of Department Cellular Telephones Department Heads or the City Manager must pre-approve all calling plans based on departmental needs. Adopted by the Chanhassen City Council on November 25,2002. 92 Purchasing Policy City of Chanhassen, Minnesota Adopted on February 10, 2003 Amended on July 14,2003 June 26, 2006 July 14, 2008 93 Section 1. Purchasing Guidelines 1.1 Goals and Objectives This purchasing manual was created to: Clarify and reconcile the sometimes confusing requirements of state purchasing law, departmental procedures, and the finance department processes. Provide a comprehensive resource book for staff to be effective and efficient when making purchases. Standardize purchasing and payment methods to expedite the 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. 94 Section 1. Purchasing Guidelines 1.3 Quick Reference Guide Value of Purchase Quotations Needed Payment Request Approvals Needed Prior Options to Purchasing Less than $100 None Petty Cash Department Yes Credit Card Finance No Check Request City Manager No City Council No 100-$4,999 Departmental Discretion Credit Card Department Yes Check Request Finance No Purchase Order City Manager City No Council No 5,000-$10,000 Two Written Quotes or Check Request Department Yes RFP's Purchase Order Finance No City Manager City No Council No 10,000-$24,999 Two Written Quotes or Check Request Department Yes RFP's Purchase Order Finance No City Manager Yes City Council No 25,000-$99,999 Two Written Quotes or Check Request Department Yes RFP's Purchase Order Finance Yes City Manager Yes City Council Yes Greater than Sealed Bids Check Request Department Yes 100,000 Purchase Order Finance Yes City Manager Yes City Council Yes Notes: If a cooperative purchasing agreement is in place, quotations are not needed. All purchases must be approved as part of the annual budgeting process or within the CIP. RFP's are required for contracting services in excess of $25,000 on an annual basis except from the consultant pool (see RFP section of this document). The city manager may delegate authority for approval of agreements less than 25,000 (see Agreement Processing section of this document). Purchases between $10,000 and $25,000 have to be approved by the City Manager. The city council has pre-approved payment for utility accounts and payroll 95 transfers'that occur in the normal course of business even though they may exceed $25,000. These are contractual accounts for services that are approved as part of the budget process. The vendors that fall under this situation include Minnegasco, Northern States Power, Metropolitan Council Environmental Services, United States Treasury, State of Minnesota, Medica, PERA, and St. Paul Companies and other similar companies. Any payments to these vendors that are outside the normal course of business will be presented to the City Council for individual approval. 96 Section 2. Purchasing Practices 2.1 Ethics I Relations with Vendors The City of Chanhassen holds its employees to the highest ethical standards. Purchases shall be conducted so they foster public confidence in the integrity of the city's procurement system, and open and free competition among prospective suppliers.In keeping with this value, employees should avoid the following practices when makingpurchasesonbehalfofthecity: Circumventing competitive bidding requirements. Examples of this include: Splitting purchases so that they can be made through several small purchases.Using the emergency procedure process when no true emergency exists. Using a 'sole source' exemption when competition is available. Denying one or more vendors the opportunity to bid on a contract Examples of this include: Using unnecessarily restrictive specifications. Pre-qualifying bidders on a discriminatory basis. Removing companies from a bidders list without just cause. Requiring unnecessarily high bonding. Giving favored vendors an unfair advantage. Example of this include: Providing vendors with information regarding their competition's offers in advance of a bid opening. Making information available to favored vendors and not to others. Giving un-favored vendors inaccurate or misleading information. Accepting gifts from vendors. Minnesota Statutes 9471.895 prohibits government employees from receivinggiftsexceptwheretheyareincludedaspartofthecostofaproduct, good, or service provided (such as a meal provided as part of a conference). 97 Section 2. Purchasing Practices 2.2 Recycled Content Environmentally preferable products are goods and services that have a lesser or reduced effect on human health and the environment when compared with other 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 Purchas~ 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-vac water- based or agri-based inks and press chemicals Inks - avoid inks containing heavy metals. such as barium, copped 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 98 Office Machines Copiers - save paper with copiers tl121t feature automatic duplexing and multi-page printing. Purchase remanufactured copiers and models that can use remanufactured toner cartridges Computers and Monitors - choose models that can be easily upgraded Printers - when possible, choose printers with duplex units to save paper. Look for models that are certified as star compliant (can cut energy use by more than 65%) . Printer Toner Cartridges - purchase remanufactured toner cartridges from suppliers that will reuse spent cartridges Vehicles Motor Oil - purchase re-refined oil when possible Antifreeze - purchase extended life antifreeze that is designed to last five years/150,000 miles or longer Fuel - the use of 85% ethanol blended fuels (E85) reduces carbon monoxide and ozone-producing emissions Plastic Lumber and Treated Wood Plastic Lumber - alternative to chemically treated wood Treated Wood - purchase only AGO treated wood Office Cleaners. Reusable, Returnable Packaging - purchase cleaners in concentrates Plastic Waste Bags - purchase bags that are made from recycled materials Paint Latex Paint - purchase latex paint rather than oil-based paint. Paint should be 10% to 100% post-consumer content Carpet Purchase recycled rubber-backed carpet tiles that can be replaced as they wear Office Furniture and Panels Remanufactured Furniture - Purchase remanufactured furniture when possible. When purchasing new furniture, look for recycled content including metal, PVC and other plastics, pressboard, and fabric 99 Section 3. Authorization The City of Chanhassen has a decentralized purchasing program where individual departments are responsible for making their own purchases. There are a few exceptions including the supplies maintained in the office supply closet, paper and stationery products, and modular furniture and chairs. The front desk receptionists will assist staff members who need help with research or purchase of items in cases where staff are not familiar with particular products. . Payment Authorization Process 1. Determine the need for commodities and services. 2. Research the cost of the purchase and determine proper purchasing alternative. 3. Determin,e the appropriate account coding and whether there is sufficient funds available. in that budget line item. 4. Forward request to department director or designee for approval. If purchase exceeds $5,000 and is less than $15,000 approval is needed by City Manager. 5. Department director forwards request for payment with invoice to the Finance Department for approval and input into financial accounting system. 6. Finance produces check register for approval by the city manager or his/her designee and review by city council. 7. Payment is made by the finance department. 100 Section 4. Purchasing Alternatives 4.1 Sealed Bids A formal sealed bid procedure is required for all purchases in excess of $50,000 except professional services. A published notice of bid is required in the official city newspaper at least seven days in advance of bid opening. The published notice must state where the plans and specifications can be obtained by bidders and specifically, where the bid opening will be held. The notice may also be published on the city's official web site; however, this publication is in addition to the official newspaper publication. All bid openings are to be administered by originating department. The preparation of all specifications are to be the responsibility of the originating department. Required authorization for plans and specifications is the responsibility of the originating department. The city council must formally approve the bid contract. The originating department then files the contract with the administration department. 4.2 State, County and Other Cooperative Purchasing Contracts State Cooperative Purchasing Contracts - The City of Chanhassen participates in the State of Minnesota Cooperative Purchasing Venture (CPV). This enables participants to buy goods and services at a reduced cost under the terms of contracts alreadynegotiatedbytheStateofMinnesota. 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 pap~rwork, note that the purchase is per state contract and indicate the contract number. 4.3 Quotes If a purchase is estimated to exceed $10,000 but not to exceed $50,000, the purchase may be made either by sealed bids or by direct negotiation based upon quotations. If a purchase is made in this range, staff members are required to obtain at least two written 101 quotes. These quotes should be in writing. If the quotes are not written, the requestor who received the verbal quote must document the quote in writing. All such quotes must be forwarded to the finance department with the purchasing documents. 4.4 Emergency Emergency situations may arise where the normal purchasing process cannot be followed for the procurement of goods and services. An emergency must be a situation arising suddenly and unexpectedly which requires speedy action essential to health, safety, and welfare of the community, and not just an inconvenience. 4.5 Request for Proposals (RFP) RFPs may be used to solicit proposals for professional services. Typical information to address in RFPs includes: Background and scope of the project The project's budget to ensure that the proposals stay within that range. Proposal requirements should include adequate information to allow for propert review and evaluation including: Description of firm and qualifications, including any specialized experience related to the project. A list of similar projects the firm has completed. Project timetables including: estimate of hours, breakdown of hours by phase, and the city's expectation for a completion date. 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. 102 Attach a copy of the agreement proposed to Be used for the project, including the city's insurance certificate. The agreement includes provisions to which the firm must agree, so it is important that they see the agreement up front. It is suggested that the RFP be submitted to the city attorney for review prior to distribution. 4.6 Leases/Purchases All lease agreements need approval through the finance department and legal counsel prior to initiating a lease. 4.7 On-Line Purchases The following guidelines are recommended for purchasing products over the Internet: Only purchase from vendors that use secure servers for e-commerce. Most sites will have a disclaimer, but some do not have the disclaimer language. If in doubt, either send an e-mail to the vendor or call them. Ask vendors if they have an 'Extranef available on their web site as an alternative to credit card payment. If it is, log on to the Extranet where purchases may be made using a password. Payment terms are specified by the city employee at that time. This is the preferred method. When using a credit card, follow the standard purchasing guidelines that are used when paying by credit card on the telephone. It is generally safe to use a credit card on the Internet, but be cautious - see the first item in this subsection. 103 Section 5. Payment The City of Chanhassen uses various processes in making payments for goods and services. 5.1 Standard Purchase Orders Purchase orders are used when required by the vendor to acknowledge the city's request for goods and services. A copy of the purchase order will be sent to the vendor when requested. Obtain purchase order numbers from finance department. Once invoice is received and purchase order complete, return completed purchase order with invoice attached and authorization for payment to the finance department. 5.2 Check requests Used for processing payment for claims list or immediate pay. If travel advance is needed, a check request may be processed on immediate payor claims list. Once invoice is received and check request complete, return completed check request with invoice attached and authorization for payment to finance department. 5.3 Immediate Payment The finance department policy is for bills to be paid on the claims list. For certain exceptions, immediate pay may be used under the following guidelines: Immediate pay is for payments that need to be made prior to claims list. Such items include getting discounts, avoiding late charges (i.e.: credit card payments), purchases requiring payment with order, etc. Immediate pay checks will be issued weekly. All requests for immediate pay checks must be submitted to the finance department prior to noon on Wednesday. Checks will be issued, mailed, or returned to appropriate department on Thursdays. Requests for immediate pay may be submitted on a purchase order, check request, or expense voucher. Return completed form with attachments and authQrization for payment, to the Finance Department. 104 5.4 Blanket Purchase Orders, Charge Accounts, and House Accounts The city uses blanket purchase orders, charge accounts, and house accounts for frequently used vendors. This process requires submission of receipt with an account code and department approval. All new open accounts must be authorized by the requesting department director and finance department. 5.5 InvoiceS' Invoices must be attached to a completed check request, purchase order, or expense voucher along with proper authorization. Documentation must be returned to the finance department to be processed on claims list. 5.6 Statements The finance department tracks all statements-reviewing for old invoices or credits. For vendors where the city has open accounts, the finance department only pays once a month after matching invoices to the statement. All statements are to be mailed directly to the finance department. 5.7 Account, Coding All requests for payment including check request; purchase order, or expense voucher must have an eleven digit code to process payment. Refer to department budget for reference of line item code Helpful hints for completing payment process: Eleven digit code - 101 (fund) 1120 (department or project) 4210 (office supplies) Description - specific description of up to 30 characters. Vendor address line -limited to four lines. 105 Invoice Number - important to prevent duplicate payment. Computer generated material preferred. Handwritten is acceptable if legible. Open account slips - indicate eleven digit financial code. Request for new business unit or object code. 5.8 Petty Cash Used for reimbursement to employees for items $100 or less for expenditures made on behalfof the city. An expense voucher must be completed, with a receipt attached, with proper departmental authorization obtained prior to reimbursement. Employee must provide a signature for reimbursement from the finance department. 5.9 Guidelines for Payment Processing Invoices must be attached to the check request, purchase order, or expense voucher. Processing of payments on claims are due according to the schedules that are distributed to city staff at the beginning of each year. Immediate pays are due by noon on Wednesday in the finance department, with checks issued the following day. All requests for payments must have eleven digit code to process payment. Refer to department budget line item codes for proper coding. All statements must be sent to the finance department. 5.10 Credit Cards The city will issue credit cards to certain individuals to allow for more efficient purchasing and to make purchases at businesses that no longer allow open accounts. To assist the finance department in ensuring consistency, accuracy. and thoroughness, the following are procedures to be followed for credit card use: Credit cards must be obtained from the finance department. Cards will be distributed to those departments that can demonstrate a need, such as efficiency or be~ause vendors do not allow open accounts. 106 The cards will be issued to departmei'1ts with trahsaction and balance limits. No cash advances are allowed on the credit cards. The responsible person will review the credit card statement each month and code each expenditure, which needs to be signed by the department director and forwarded to the finance department. 5.11 Electronic Funds Transfer Electronic Funds Transfer may be required in some cases to complete a business transaction. The funds are transferred electronically from the parties bank accounts. Some instances may include transactions with the State of Minnesota, a federal agency, another local government, or a closing agent in the purchase or sale of real estate. These transactions need to follow the same guidelines for payment processing in Section 5.9. 5.12 Expense Reimbursement Expense vouchers are required for reimbursement to employees of city-related expenses on a r:nonthly basis. (Sample expense voucher on page 32) If larger expenses are incurred, more than one voucher may be reimbursed in one month. All expense vouchers must contain proper account codes, department approval, and receipts must be attached where applicable. Expense vouchers greater than $50 will be reimbursed by check issued on the next immediate pay check run. 107 Section 6. Agreement Processing Agreement Forms Agreements need to be reviewed by the city attorney unless they follow a previously used format such as Contracts for Private Redevelopment. However, if attachments to the agreement modify the agreement or provide new terms, the agreement should be reviewed by the city attorney. The city attorney's review must occur prior to submission for a council agenda and/or signatures. The city attorney must review an agreement if it is written on the other party's form, or if a special agreement is being drafted. Please note: These provisions apply to ALL agreements, including maintenance agreements, service contracts, etc. Authorization Levels The city manager is authorized to sign agreements up to $25,000 in value. Council authorization is required where a contract exceeds $25,000, and the agreement must be signed by the mayor and the city manager. Where council authorization is required, a copy of the agreement must be included with the council Letter. Transmittal Form/Signatures Once the agreement is approved, the other party should submit the original of the agreement for signatures (as many original copies can be submitted as required, but the city requires one original copy for the central agreement file). The agreement packet must include the agreement, any required bonds, and the certificate of insurance. A transmittal form-available from the administration department-(sample agreement and transmittal form) must be completed and routed to the city attorney with the agreement packet. After the city attorney approves the packet, the agreement should be forwarded to the city manager and the mayor depending on the contract amount) for signatures. The originating department is responsible for circulating the agreement for signatures. Be sure to note on the transmittal form the date the insurance expires, and any special conditions, for instance, if the agreement calls for performance by a specific date. The transmittal form should also note the termination date of the agreement (either a specific date, when a condition is met, or that it is an ongoing agreement). Original to Administration The central agreement file is maintained by administration. Once the agreement has been fully executed, the ORIGINAL must be submitted to the administration department for placement in the central file. The originating department may keep a copy of the agreement for the department file. The administration department assigns agreement numbers. 108 Section 7. Capital Outlay A.nd Fixed A.ssets 7.1 Capitalization Threshold Capital outlay purchases are for items costing more than $5,000, are a tangible asset, and have a life expectancy of more than one year. These items must be included in each department budget in expense account 4701-4762. It should be noted that delivery charges and sales tax must be included as a cost of the item purchased when determining if the purchase is a capital outlay item. If the individual purchase is greater than $5,000 the item is a capital outlay purchase and now should become a recorded fixed asset. The amount to record for that fixed asset would be any charge "to place the asset in its intended location and condition for use." For example if the city were to purchase a street vehicle, all of the fOllowing would be considered part of that asset: the vehicle, warning lights, decals, delivery charges,sales tax, licensing, and any other costs to put the asset into its usable condition. Like items that are used together, for example - meeting room chairs, that are used together 7.2 Acquisition When a fixed asset is purchased, a fixed asset form needs to be filled out by the department making the purchase. The forms are kept in the finance department. The form should be completed when the entire cost of the asset can be supported by vendor invoices. The total of these vendor invoices should be the amount recorded for that asset. It should also be noted that all acquisitions should follow the city's capitalreplacementschedulewhenapplicable. 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 assetsthathavebeentransferredtoadifferentdepartment. This needs to be done by filling out a fixed asset form with the required information. In addition, at the end of the year, a physical count of all fixed assets will need to be done by each department assignedassets. This count will be done at or near the end of the calendar year. Each department will be provided a list of assigned assets by the finance department. The count will then be made by the department with any discrepancies noted on the list provided. 7.5 Deletion. or Disposal of Fixed Assets When an asset is sold or disposed of the assigned department must complete a fixed asset form with the required information in order for the finance department to removetheassetfromthefinancialaccountingsystem. This includes items that are disposed ofwithnosaleortradevalue. Once again disposals should follow the capital replacementpolicyofthecity. 109 Section 8. Disposal of Surplus Property 8.1 Auction The city disposes of surplus equipment through public sale in accordance with council policy. Throughout the year the city collects items to be sold at public auction and sends them to an auctioneer with a description and number of items to be sold, and makes arrangements for those items to be transported. The auction house will forward a tabulation of the bids received along with payment. The information is reviewed by the equipment manager and then the payment. is forwarded to the finance department. A fixed asset removal form must be filled out when an item sold at auction was listed on the fixed asset system. 8.2 Computer Equipment When a piece of computer equipment has reached the end of its useful life with the city, it may be disposed of in one of the following ways: Sealed bids; Donation to non-profit or governmental agency (city manager approval required); Sell through auction; Recycle through computer recycling vendor; Dispose of as waste (unless it contains hazardous material) if the disposal cost is Jess than $100; There m~y be costs associated with recycling or disposal of certain computer equipment such as CRTs in which case purchasing guidelines should be followed. 110