2011 Budget2011 Annual Budget
City of Chanhassen, MN
Adopted December 13, 2010
Todd Gerhardt, City Manager
Greg Sticha, Finance Director
CITY OF CHANHASSEN
2011 BUDGET
Table of Contents
Authorizing Resolution ....................................................... ..............................1
TaxLevy Chart ................................................................. ............................... 2
General Fund Expenditures ............................................... ..............................3
GeneralFund Revenues ................................................... ..............................4
General Government
Legislative.............................................................. ............................... 6
Administration........................................................ ............................... 8
Finance.................................................................. .............................10
Legal...................................................................... .............................12
PropertyAssessment ............................................. .............................14
Management Information Services (MIS) .............. .............................16
CityHall ................................................................. .............................18
Elections.............................................................. ............................... 20
LibraryBuilding .................................................... ............................... 22
Public Safety
Police Administration ............................................. .............................24
Fire Prevention and Administration ........................ .............................26
CodeEnforcement ................................................. .............................28
CommunityService ................................................ .............................30
Public Works
Engineering.......................................................... ............................... 32
Street Maintenance ................................................ .............................34
Street Lighting & Signals ....................................... .............................36
CityGarage .......................................................... ............................... 38
Community Development
PlanningCommission ............................................ .............................40
Planning Administration ......................................... .............................42
Senior Commission ................................................ .............................44
Park and Recreation
Park and Recreation Commission ......................... .............................46
Park and Recreation Administration ...................... .............................48
RecreationCenter .................................................. .............................50
Lake Ann Park Operations ................................... ...............................52
ParkMaintenance .................................................. .............................54
Senior Citizens Center ......................................... ...............................56
Recreation Programs ............................................. .............................
58
Self- Supporting Programs ...................................... .............................60
RecreationSports ................................................ ...............................62
CITY OF CHANHASSEN
2011 BUDGET
Table of Contents (Continued)
Special Revenue Funds ................................................... .............................65
10% Fund .............................................................. .............................66
CableTV Fund ....................................................... .............................68
EnterpriseFunds ............................................................ ............................... 71
WaterUtility Fund ................................................ ............................... 72
SewerUtilitv Fund ................................................ ............................... 76
Surface Water Management Fund ......................... .............................80
Appendix
Public Purpose Expenditure Policy ................................... .............................89
PurchasingPolicy ............................................................. .............................93
CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, MINNESOTA
DATE: December 13, 2010 RESOLUTION NO: 2010 -101
MOTION BY: McDonald SECONDED BY: Litsey
A RESOLUTION ADOPTING THE 2011 BUDGET AND CIP
AND ESTABLISHING TAX LEVIES FOR 2010, COLLECTIBLE IN 2011
WHEREAS, the City Council has examined the budgetary and tax levy needs for Chanhassen for
the calendar year 2011 through detailed public budget meetings; and -
WHEREAS, the Public Budget meeting was held on December 6, 2010, to receive .public input into
the budget and tax levy for 2011;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Chanhassen that
the 2011 Budget for the City of Chanhassen is adopted with revenue and expenditure amounts for the
General Fund of $9,617,600, Special Revenue Funds of $17,500, and $92,700 respectively which are
detailed in the 2011 Budget which is made part of this motion by reference; and
BE IT FURTHER RESOLVED that the City Council of the City of Chanhassen adopts a total tax
levy of $10,267,390 for 2011; and
BE IT FURTHER RESOLVED that the City Council of the City of Chanhassen adopts a tax levy
of $750,000 for the purpose of equipment upgrades and purchases for 2011; 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 2011 -2015 in the total amount of $72,591,531.
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 2010 for collection in 2011, as set forth in the attached Tax Levy Certification document.
Passed and adopted by the Chanhassen City Council this 13th day of December, 2010.
ATTEST:
d - -L
Tod erhardt, City Manager Thomas A. Furlong, Mayor ,
YES NO ABSENT
Furlong Ernst None
Litsey
McDonald
Tjornhom
CITY OF CHANHASSEN (DECEMBER)
TAX LEVY
2011 Budget
TAX CAPACITY BASED TAX LEVY
General Fund
Capital Replacement Fund (for equipment)
Pavement Mgmt Fund (Sealcoating)
General Obligation Debt (212 Bonds)
Audubon
Public Works Facility
Debt of Other Agencies (EDA)
TOTAL TAX CAPACITY BASED TAX LEVIES
2010 2011 Percent
Levy Levy Increase
7,380,000 7,508,200 1.74%
824,000 750,000 8.98%
200,000 200,000 0.00%
337,500 336,800 0.21%
253,795 256,570 1.09%
599,300 594,000 0.88%
122,195 126,420 3.46%
9,716,790 9,771,990 0.57%
MARKET VALUE TAX LEVY
Library Referendum
TOTAL MARKET VALUE TAX LEVY
496,400 495,400 - 0.20%
496,400 $495,400 -0.20%
Use of cash reserves to buy down debt levies
TOTAL TAX LEVY
Dollar Increase
0 $0
10,213,190 $10,267,390 0.53%
54,200
2
CITY OF CHANHASSEN
2011 BUDGET
Expenditures
GENERAL GOVERNMENT
1110 Legislative
1120 Administration
1130 Finance
1140 Legal
1150 Property Assessment
1160 MIS
1170 City Hall
1180 Elections
1190 Library Building
109,300
TOTAL
LAW ENFORCEMENT
1210 Police Administration
1220 Fire Prevention & Admin
1250 Code Enforcement
1260 Community Service
1550
TOTAL
PUBLIC WORKS
1310 Engineering
1320 Street Maintenance
1350 Street Lighting & Signals
1370 City Garage
1550
TOTAL
COMMUNITY DEVELOPMENT
1410 Planning Commission
1420 Planning Administration
1430 Senior Commission
1540
TOTAL
PARK & RECREATION
1510 Park & Rec Commission
1520 Park & Rec Administration
1530 Recreation Center
1540 Lake Ann Park Operations
1550 Park Maintenance
1560 Senior Citizens Center
1600 Recreation Programs
1700 Self- Supporting Programs
1800 Recreation Sports
109,300
TOTAL
Total Operational Expenditures
Transfer for Roads
TOTAL GENERAL FUND
Personal Materials &Contractual Capital 2011 2010
Services Supplies Services Outlay Total Total Change
32,300 200 75,800 108,300 109,300 0.91%
404,600 500 60,900 466,000 461,200
1.04%
233,100 200 48,100 200 281,600 277,300 1.55%
142,000 142,000 148,000 4.05%
112,100 112,100 110,000 1.91%
177,400 2,400 74,800 254,600 247,800 2.74%
71,500 42,900 294,000 408,400 419,500 2.65%
21,500 6,700 28,200 27,900 1.08%
3,000 124,300 127,300 137,200 7.22%
940,400 49,200 938,700 200 1,928,500 1,938,200 0.50%
79,900 1,575,000 1,654,900 1,631,200 1.45%
508,200 45,600 192,000 745,800 648,100
15.07%
586,300 5,100 16,900 608,300 606,000
0.38%
57,600 4,200 12,400 74,200 74,700 0.67%
1,232,000 54,900 1,796,300 3,083,200 2,960,000 4.16%
541,100 1,300 30,600 573,000 563,200 1.74%
662,100 129,600 31,700 823,400 818,500 0.60%
5,000 340,400 345,400 348,400
0.86%
265,000 145,700 86,800 5,500 503,000 527,200
4.59%
1,468,200 281,600 489,500 5,500 2,244,800 2,257,300 0.55%
200 4,000 4,200 4,200 0.00%
405,100 700 12,600 418,400 408,900 2.32%
22,600 9,700 32,300 32,700 1.22%
427,700 900 26,300 454,900 445,800 2.04%
200 2,000 2,200 2,200 0.00%
128,300 1,000 8,000 137,300 150,400 8.71%
222,900 46,200 84,800 353,900 346,300 2.19%
8,700 7,500 45,900 62,100 68,300 9.08%
723,200 77,800 92,300 5,000 898,300 884,600 1.55%
44,500 3,500 21,000 69,000 69,100 0.14%
172,800 19,100 90,100 282,000 283,500 0.53%
30,400 8,600 43,000 82,000 83,300 1.56%
10,500 8,900 19,400 18,400 5.43%
1,341,300 172,800 387,100 5,000 1,906,200 1,906,100 0.01%
5,409,600 559,400 3,637,900 10,700 9,617,600 9,507,400 1.16%
50,000
9,617,600 9,557,400 0.63%
3
CITY OF CHANHASSEN
2011 BUDGET
REVENUE
101 General Fund
DESCRIPTION
GENERAL PROPERTY TAX
3010 Current Property Tax -
3002 Allowance for Delinquent Taxes
3011 Delinquent Property Tax
3041 MVHC
3090 Other Property Taxes
3500 Local Government Aid
TOTAL GENERAL PROPERTY TAX
LICENSES
3401
3203 Dog Kennel
3205 Dog or Cat
3213 Solicitor
3226 Liquor On and Off Sale
3230 Rental Housing Licenses
3284 Rubbish
TOTAL LICENSES
PERMITS
3401
3301 Building
3302 Plan Check
3305 Heating & A/C
3306 Plumbing
3307 Trenching
3308 Gun
3309 Sprinkler
3311 Sign
3320 Stable
3330 Elec Permit App Forms
3331 Firework's Application Fee
3390 Misc. Permits
TOTAL PERMITS
FINES & PENALTIES
3401 Traffic & Ordinance Violation
3402 Vehicle Lockouts
3404 Dog /Cat Impound
3405 Other Fines and Penalties
TOTAL FINES & PENALTIES
INTERGOVERNMENTAL REVENUE
2009 2010 2010 2011 Inc Over
ACTUAL BUDGET PROJECTED BUDGET I PY Budget
6,783,921 7,380,000 7,380,000 7,508,200 1.7%
270,000)270,000)300,000)
149,403 100,000 100,000 130,000
1,550
7,210,000 7,210,000 7,338,200 1.8%6,933,324
878 800 800 800
10,452 6,000 6,000
850 500 500 700
89,622 84,000 84,000 90,000
34,900 30,000 30,000 34,000
2,700 5,000 5,000 3,000
139,402 126,300 126,300 128,500 1.7%
473,097 350,000 440,000 380,000
227,918 175,000 220,000 180,000
96,300 60,000 93,000 80,000
64,541 50,000 60,000 65,000
24,558 15,000 38,000 25,000
1,320 1,000 1,500 1,400
14,726 14,000 14,000 15,000
5,750 7,500 7,500 7,500
220 300 300 300
200
2,922 2,000 2,000 2,000
911,552 674,800 876,300 756,200 12.1%
118,310 125,000 125,000 125,000
1,550 2,500 2,500 2,500
2,636 6,000 6,000 4,000
5
122,501 133,500 133,500 131,500 -1.5%
3503 Reimbursement from School District 13,278 45,000 45,000 45,000
3509 Other Shared Taxes 119,628 160,000 160,000 130,000
3510 Grants -State 94,363 80,000 80,000 90,000
TOTAL INTERGOVERNMENTAL REV 227,268 285,000 285,000 265,000 -7.0%
4
CITY OF CHANHASSEN
2011 BUDGET
REVENUE
101 General Fund
DESCRIPTION
2009 2010 2010 2011 Inc Over
ACTUAL BUDGET PROJECTED BUDGET PY Budget
CHARGES FOR CURRENT SERVICES
3601 Sale of Documents -
3602 Use & Variance Permits
3603 Rezoning Fees
3604 Assessment Searches
3605 Plat Recording Fees
3607 Election Filing Fees
3613 Misc. - General Government
3614 Admin. Charge -2% Constr.
3615 Admin. Charge -5% Street Re- Constr
3615 Admin. Charge -5% Utility Projects
3617 Engineering General
3619 Investment Management Fee
3629 Misc. - Public Safety
3630 Recreation Program Fees
3631 Recreation Center
3633 Park Equipment Rental
3634 Park Facility Usage Fee
3635 Watercraft Rental
3636 Self- Supporting Programs
3637 Senior Programs
3638 Food Concessions
3639 Misc. -Park & Rec.
3641 Youth Sport Donation
3642 Recreation Sports
3649 Misc: Public Works
3651 Merchandise Sales
3670 Internment Fee
300
TOTAL CURRENT SERVICES
OTHER REVENUE
3801 Interest Earnings
3802 Equipment Rental & Sale
3803 Building Rental
3804 Land Sale
3807 Donations
3808 Ins. Recoveries & Reimburse
3816 SAC Retainer
3818 Sur -Tax Retainer
3820 Misc. Other Revenue
3829 Interest/Penalties-Other
3903 Refunds /Reimbursements
3910 Misc. Revenue
3980 Cash Short/Over
20,000
TOTAL OTHER REVENUE
TOTAL GENERAL FUND REVENUE
1,860 1,000 1,000 1,000
8,945 22,000 22,000 10,000
25 2,000 2,000 2,000
345 500 500 500
2,300 7,000 7,000 3,000
3,152 5,000 5,000 5,000
12,791 25,000 25,000 20,000
18,976 24,000 24,000 30,000
75,144 84,000 84,000 20,000
75,000 75,000 75,000 75,000
11,401 6,000 6,000 10,000
32,220 40,000 40,000 40,000
235,372 221,000 221,000 230,000
150 300 300 300
13,684 14,000 14,000 14,000
4,229 4,500 4,500 4,500
70,831 98,000 98,000 97,000
29,038 28,000 28,000 30,000
10,562 12,000 12,000 12,000
1,051 1,000 1,000 1,200
12,301 31,000 31,000 31,000
600 5,000 5,000 5,000
2,191 1,500 1,500 1,500
150
622,316 707,800 707,800 643,000 -9.2%
53,522 200,000 80,000 100,000
146,309 140,000 140,000 180,000
5,960 4,000 4,000 5,000
1,600
26,365 20,500 20,500 25,200
5,000 5,000
3,402 5,000 5,000 5,000
615 1,000 1,000 1,000
210 1,000 1,000 1,000
500 500
36,319 43,000 43,000 38,000
420,000 300,000 355,200 -15.4%274,301
9,230,664 9,557,400 9,638,900 9,617,600 0.6%
TOTAL GENERAL FUND EXPENDITURES
NET LEVY REMAINING (Use of Gen Fund Reserves)
9,617,600
61
CITY OF CHANHASSEN
2011 BUDGET
Commentary
General Government — Legislative
Mission and Current Services
The City Council, comprised of the mayor and four at -large Council representatives, is the
legislative body of city government. Chanhassen is a statutory Plan B city, which is a
Council /Manager form of government.
The Council is responsible for formulating City policy, enacting legislation, and oversight of City
administration. The Council also has authority over the financial affairs of the City, including
appropriating money through the annual adoption of the City budget and property tax levy. The
City Council also serves as the Economic Development Authority, and appoints members to
various boards and commissions such as the Planning Commission, Park and Recreation
Commission, Senior Commission and other advisory groups.
Budget Highlights
The 2011 budget reflects a decrease of $1,000 (.9 %). Decreases were achieved by reducing fees
for service to reflect actual spending.
Future Trends
The Council continues to pursue excellence in building community and enhancing citizen
participation through neighborhood meetings, public forums, and other methods.
Outcomes
The legislative budget is mainly comprised of four major expenses:
Salaries, reimbursements, travel, and training for the City Council
Printing and distribution of the Chanhassen Connection
Membership in the League of Minnesota Cities (LMNC), which provides research,
advocacy, and access to the Workers Compensation Insurance Pool
Publication of ordinances and agenda
C:
CITY OF CHANHASSEN
2011 BUDGET
101 General Fund
1110 Legislative
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/ DEC
4020 Salaries & Wages -Temp 29,700 30,000 30,000 0.0%
4030 Contributions - Retirement 2,109 2,200 2,200 0.0%
4050 Workers Compensation 100 100 0.0%
4375
TOTAL PERSONAL SERVICES 31,809 32,300 32,300 0.0%
4210 Books & Periodicals 200 200 0.0%
108,300
TOTAL MATERIALS & SUPPLIES 200 200 0.0%
4300 Fees, Services 1,667
4330 Postage 6,633
4340 Printing & Publishing 29,236
4360 Subscriptions & Memberships 21,943
4370 Travel & Training 3,762
4375 Promotional Expense 494
4933 Sales Tax 4
76,800TOTALCONTRACTUAL SERVICES 63,738
TOTAL LEGISLATIVE 95,547
7
4,300 2,000 53.5 %)
3,500 6,800 94.3%
36,000 36,000 0.0%
25,000 25,000 0.0%
5,000 5,000 0.0%
3,000 1,000 66.7 %)
0.0%
76,800 75,800 1.3 %)
109,300 108,300 0.9 %)
CITY OF CHANHASSEN
2011 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 2011 budget reflects an increase of $4,800 (1.0 %) from the 2010 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
0
CITY OF CHANHASSEN
2011 BUDGET
101 General Fund
1120 Administration
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4010 Salaries & Wages -Reg 315,945
4020 Salaries & Wages -Temp 110
4030 Contributions- Retirement 43,755
4040 Contributions - Insurance 31,808
4050 Workers Compensation 438
TOTAL PERSONAL SERVICES 392,055
316,000 319,300 1.0%
1,000 1,000 0.0%
46,300 47,800 3.2%
31,700 35,800 12.9%
700 700 0.0%
395,700 404,600 2.2%
4120 Supplies- Equipment 112 200 200 0.0%
4130 Supplies- Program 100 100 0.0%
4210 Books & Periodicals 68 200 200 0.0%
TOTAL MATERIALS & SUPPLIES 180 500 500 0.0%
4300 Fees, Services 5,334 7,000 7,000 0.0%
4310 Telephone 3,825 2,900 4,000 37.9%
4330 Postage 15,510 16,000 16,000 0.0%
4340 Printing & Publishing 340 1,000 1,000 0.0%
4360 Subscriptions & Memberships 4,081 4,000 4,500 12.5%
4370 Travel & Training 4,544 8,000 8,000 0.0%
4380 Mileage 4,675 7,200 5,500 23.6 %)
4410 Rental- Equipment 13,224 18,500 14,500 21.6 %)
4530 Repair & Maintenance -Equip 300 300 0.0%
4807 Property Tax Expense 1,481 100 100 0.0%
TOTAL CONTRACTUAL SERVICES 53,013 65,000 60,900 6.3 %)
4703 Office Equipment
TOTAL CAPITAL OUTLAY
0.0%
0.0%
TOTAL ADMINISTRATION 445,249 461,200 466,000 1.0%
0
CITY OF CHANHASSEN
2011 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 whichis shared with the Fire
Department.
Budget Highlights
The 2011 budget reflects a small increase of $4,300 (1.6 %) due to personal service costs.
Future Trends
The Finance Department acquired new software in 2005. The new software was used to
implement Utility Billing online payments (a convenience feature for our residents to pay their bills
online with the use of a credit card). The department also plans on implementing an online
payroll /timekeeping processing system in the next couple years. Significant annual projects
include the audit, Capital Improvements Program (CIP), and financial trend monitoring.
Outcomes
The major costs in the finance department, aside from personnel costs, are providing services to
the City as follows:
1. Audit: The audit process is an extensive review of our financial records and internal controls
in place to assure that all City assets are properly accounted for. The Finance Department
spends between $35,000 - $40,000 annually to perform the audit and other related accounting
reviews. The City has received the award for financial reporting excellence from the
Government Finance Officers Association (GFOA), since 1992. Less than 10% of all
Minnesota municipalities receive this award.
2. Memberships: All employees of the Finance Department are members of the Minnesota
GFOA. This membership allows for access to ideas and thoughts on finance - related topics
from other member cities, allows for training provided by professionals in the government
finance profession, and for networking opportunities with other members from across the
state and country. The cost for the entire department to be members is about $450.
10
CITY OF CHANHASSEN
2011 BUDGET
101 General Fund
1130 Finance
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/ DEC
4010 Salaries & Wages -Reg 177,722 176,500 178,200
4011 Overtime
4030 Contributions - Retirement 25,033 25,900 26,600
4040 Contributions - Insurance 22,510 24,000 27,900
4050 Workers Compensation 248 400 400
4060 Unemployment 3,118
TOTAL PERSONAL SERVICES 228,631 226,800 233,100
4120 Supplies- Equipment
4210 Books & Periodicals
200TOTALMATERIALS & SUPPLIES
4300 Fees, Services 4,410
4301 Fees, Financial /Audit 30,495
4310 Telephone and Communications 301
4330 Postage
4340 Printing & Publishing 1,503
4360 Subscriptions & Memberships 460
4370 Travel & Training 2,891
4530 Repair & Maintenance -Equip
4901 Refunds /Reimbursements 154)
50,100TOTALCONTRACTUAL SERVICES 39,907
4703 Office Equipment
200TOTALCAPITALOUTLAY
1.0%
0.0%
2.7%
16.3%
0.0%
2.8%
100 100 0.0%
100 100 0.0%
200 200 0.0%
10,000 7,000 30.0 %)
30,000 32,000 6.7%
500 500 0.0%
200 200 0.0%
1,800 1,800 0.0%
400 400 0.0%
7,100 6,100 14.1 %)
100 100 0.0%
0.0%
50,100 48,100 4.0 %)
200 200 0.0%
200 200 0.0%
TOTAL FINANCE 268,538 277,300 281,600 1.6%
11
CITY OF CHANHASSEN
2011 BUDGET
Commentary
General Government — Legal
Mission and Current Services
This fund pays for attorney services that advise the City on questions of law, reviews all
ordinances, resolutions, contracts, and other legal documents of the City, and represents the City
in court actions including the prosecution of cases in District Court. The City has contracted with
Campbell Knutson Professional Association to handle civil and criminal matters, as well as the
City's prosecution duties. The City also periodically uses separate law firms for various
specialized legal matters (personnel /labor, bond counsel, EDA). The City uses consultative
attorney services with general service costs paid on a fixed fee basis.
Budget Highlights
The legal services budget was reduced by $6,000 (4.1 %) to reflect actual spending. Legal
spending typically fluctuates with development.
Future Trends
The City will continue to use legal services to ensure that the City's interests are fairly represented
in all matters.
Outcomes
The contract for legal services ensures that the City has representation in legal matters, access to
legal advice, and the City Attorney attends most City Council meetings.
12
CITY OF CHANHASSEN
2011 BUDGET
101 General Fund
1140 Legal
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/ DEC
4302 Fees, Legal 135,725 148,000 142,000 4.1%)
TOTAL CONTRACTUAL SERVICES 135,725 148,000 142,000 4.1 %)
TOTAL LEGAL 135,725 148,000 142,000 4.1 0 /6)
13
CITY OF CHANHASSEN
2011 BUDGET
Commentary
General Government — Property Assessment
Mission and Current Services
This fund pays for the valuation of residential, commercial and industrial real estate parcels and
personal property by the Carver County Assessor's Office. The taxable value estimates are used
by the City, School Districts, Carver County, and special taxing jurisdictions for the purpose of
equitably distributing the property tax on all taxable properties.
Budget Highlights
The Property Assessment budget was increased by $2,100 (1.9 %) for 2011, to accommodate the
per parcel charge increase of 50 cents per parcel as well as the increase in total number of
parcels.
Future Trends
The City plans to continue using the Carver County Assessor to assess the value of all parcels
within the City of Chanhassen. The City has contracted with Carver County and Hennepin County
for service in 2011. 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
2011 BUDGET
101 General Fund
1150 Property Assessment
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC
4300 Fees, Services
4340 Printing & Publishing
TOTAL CONTRACTUAL SERVICES
TOTAL PROPERTY ASSESSMENT
104,314 109,900
100
104,314 110,000
104,314 110,000
112,000 1.9%
100 0.0%
112,100 1.9%
112,100 1.9%
15
CITY OF CHANHASSEN
2011 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 2011 MIS department budget reflects a 2.7% increase. There was a slight increase in
professional services due to increases in software maintenance fees. MIS staff will continue
concentrating on reducing the number of physical City network servers through the use of
VMWare virtualization software. Desktop computers, workstations, printers and network
equipment will be replaced as per the established schedule. Some equipment will be recycled for
use in less demanding roles. Surplus equipment will continue to be sold via the City's online
auction site. The City's primary financial application provided by Springbrook Software is
scheduled for a major upgrade in 2011. Planning will begin on moving other City applications to
this platform throughout the year.
Future Trends
Existing network servers will continue to be integrated into fewer physical servers utilizing a
VMWare Virtual Server platform. This reduces the number of physical servers needed and allows
for more efficient use of their computing power and resources. In addition, data storage for these
network servers was consolidated through the deployment of storage area network appliances.
The two technologies will work together to provide the City with redundant network resources.
The same technology will be utilized to virtualize some low usage PC's. A third VMWare server is
planned for 2011 which will provide additional capacity and serve as a hot -site should the City Hall
equipment become disabled due to a disaster event.
Storage needs are anticipated to grow significantly due to the addition of scanned building drawing
images and sewer televising video files. Storage capacity was added in 2010 to accommodate
this growth.
The City is participating with Carver County on a joint fiber optical network which is scheduled to
begin in the spring of 2011 with a completion date of midyear 2012. When fully implemented,
there is the potential for cost savings with internet and web services, and for the sharing of
network resources. Initial collaboration would be the placement of redundant City storage at the
County data center in Cologne. The County has been contacted in regards to the possibility of a
collaborative project for phone services.
Outcomes
The major areas of expenditures within the MIS department budget, aside from personnel costs,
are software support agreements for all City software applications and telephone systems. The
MIS budget supports the maintenance of all software utilized by staff for their support of City
projects and functions as well as all the required network equipment. Major software agreements
include financial applications, permitting, document imaging and various network support utilities.
Some of these expenditures are included in the capital budget accounts.
16
CITY OF CHANHASSEN
2011 BUDGET
101 General Fund
1160 Management Information Systems (MIS)
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4010 Salaries & Wages -Reg
4030 Contributions- Retirement
4040 Contributions- Insurance
4050 Workers Compensation
TOTAL PERSONAL SERVICES
4150 Maintenance Materials
4210 Books & Periodicals
4220 Software Licenses
4260 Small Tools & Equipment
TOTAL MATERIALS & SUPPLIES
4300 Fees, Services
4310 Telephone
4320 Utilities
4370 Travel & Training
4530 Repair & Maintenance -Equip
4933 Sales Tax
TOTAL CONTRACTUAL SERVICES
4703 Office Equipment
TOTAL CAPITAL OUTLAY
TOTAL M.I.S.
136,689
19,208
15.876
812
300
83,704
1,355
3,900
5,877
3 809
135,700
20,000
17000
1,301
601
501
2,40
44,60
1,50
13,80
7,50
5 on
137,000 1.0%
20,500 2.5%
19,600 15.3%
300 0.0%
177,400 2.5%
1,300 0.0%
600 0.0%
0.0%
500 0.0%
0 2,400 0.0%
0 52,800 18.4%
0 1,900 26.7%
0 8,100 41.3 %)
0 7,000 6.7 %)
0 5,000 0.0%
0.0%
98,876 72,400 74,800 3.3%
0.0%
0.0%
272,257 247,800 254,600
2.7%
17
CITY OF CHANHASSEN
2011 BUDGET
Commentary
General Government — City Hall
Mission and Current Services
This fund exists to provide for improvements to City owned buildings and structures other than
park and recreation facilities.
Improvement projects are very diverse and range from replacement of elements that have
reached the end of their service life expectancy, such as roofs and HVAC equipment, to
improvements made to meet current building codes.
Budget Highlights
Expenditures decreased by $11,100 (2.6 %) over the 2010 budget. Changes include a reduction
in telephone expenses due to the discontinuation of some lines and a reduction in utilities to
reflect actual spending.
Future Trends
Staff will continue to monitor City facilities and focus on preventative maintenance to avoid, or
delay, large expenditures for major equipment and facility repairs.
Outcomes
The City Hall budget includes salary for one Building Maintenance staff person. This staff person
is responsible for maintenance and repairs at all City owned buildings. In addition, the City Hall
budget includes office supplies for all departments.
The largest single item within the City Hall budget is General Liability Insurance ($176,000). This
item includes property insurance, auto insurance, various risk coverages, and terrorism insurance.
Another significant expense is the cost of utilities for City Hall.
t1:;
CITY OF CHANHASSEN
2011 BUDGET
101 General Fund
1170 City Hall
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC)
4010 Salaries & Wages -Reg 50,539 50,800 51,300 1.0%
4011 Overtime -Reg 3,150 3,500 3,500 0.0%
4030 Contributions- Retirement 7,678 7,500 7,700 2.7%
4040 Contributions - Insurance 6,045 6,400 7,400 15.6%
4050 Workers Compensation 1,441 1,700 1,600 5.9 %)
TOTAL PERSONAL SERVICES 68,853 69,900 71,500 2.3%
4110 Supplies -Office 33,958 43,000 37,000 14.0 %)
4120 Supplies- Equipment 942 1,000 1,000 0.0%
4140 Supplies - Vehicles 31 1,000 500 50.0 %)
4150 Maintenance Materials 4,064 3,000 4,000 33.3%
4260 Small Tools & Equipment 377 300 400 33.3%
TOTAL MATERIALS & SUPPLIES 39,372 48,300 42,900 11.2 %)
4300 Fees, Services 7,209 7,000 9,000 28.6%
4310 Telephone 10,462 16,000 12,000 25.0 %)
4320 Utilities 46,436 60,000 50,000 16.7 %)
4350 Cleaning & Waste Removal 31,584 35,700 33,000 7.6 %)
4370 Travel & Training 88 200 100.0%
4440 License & Registration 100 100 0.0%
4483 Insurance - General Liability 169,885 170,000 176,000 3.5%
4510 Repair & Maintenance - Building 4,971 10,000 10,000 0.0%
4520 Repair & Maintenance - Vehicles 167 400 400 0.0%
4530 Repair & Maintenance -Equip 2,763 2,000 3,000 50.0%
4933 Sales Tax 267 100 300 200.0%
TOTAL CONTRACTUAL SERVICES 273,832 301,300 294,000 2.4 %)
TOTAL CITY HALL 382,058 419,500 408,400 2.6 %)
19
CITY OF CHANHASSEN
2011 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 increasing by $300 (1.1 %). There is not an election in 2011.
Future Trends
Redistricting will occur following the results of the 2010 US Census.
Outcomes
Funds will be used to assist with the 2012 election.
20
CITY OF CHANHASSEN
2011 BUDGET
101 General Fund
1180 Elections
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4020 Salaries & Wages -Temp 10,118 20,500 20,500 0.0%
4030 Contributions - Retirement 1,000 1,000 0.0%
4060 Unemployment 220 0.0%
TOTAL PERSONAL SERVICES 10,338 21,500 21,500 0.0%
4110 Office Supplies 200 200 0.0%
4300 Fees, Services 3,000 3,000 0.0%
4340 Printing & Publishing 4,395 2,000 2,300 15.0%
4370 Travel & Training 1,200 1,200 0.0%
TOTAL CONTRACTUAL SERVICES 4,395 6,400 6,700 4.7%
TOTAL ELECTIONS 14,733 27,900 28,200 1.1%
21
CITY OF CHANHASSEN
2011 BUDGET
Commentary
General Government — Library Building
Mission and Current Services
While the day -to -day staffing operations of the library are run and funded by Carver County, the
City is responsible for the maintenance and upkeep of the building. This includes the cost of
utilities, building and some equipment maintenance, cleaning, and telephone service.
Budget Highlights
The budget is decreasing by $9,900 (7.2 %), largely due to a reduction in utility costs to match
actual expenses.
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
2011 BUDGET
101 General Fund
1190 Library Building
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4150 Maintenance Materials 2,629
4260 Small Tools & Equipment 662
TOTAL MATERIALS & SUPPLIES 3,291
4300 Fees, Services 6,248
4310 Telephone 1,766
4320 Utilities 60,061
4350 Cleaning & Waste Removal 32,028
4510 Repair & Maintenance - Building 2,357
4530 Repair & Maintenance -Equip 8,178
4933 Sales Tax 5
134,200TOTAL CONTRACTUAL SERVICES 110,643
TOTAL LIBRARY 113,934
3,000 3,000 0.0%
0.0%
3,000 3,000 0.0%
4,000 6,500 62.5%
2,200 1,800 18.2 %)
80,000 70,000 12.5 %)
34,000 34,000 0.0%
7,000 5,000 28.6 %)
7,000 7,000 0.0%
0.0%
134,200 124,300 7.4 %)
137,200 127,300 (7.2%
23
CITY OF CHANHASSEN
2011 BUDGET
Commentary
Public Safety — Police Administration
Mission and Current Services
This department serves mainly as a fund to pay for the contract with the Carver County Sheriffs
Department for law enforcement services. Also included is funding for the Carver County
Lieutenant permanently assigned to the City of Chanhassen, as well as a Crime Prevention
Specialist who works with residents and the business community to prevent, prepare for, and
recover from crimes.
Budget Highlights
The 2011 budget reflects an increase of $23,700 (1.5 %) due to inflationary increases for cars, fuel
and benefits. The 2011 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 Sheriffs Department to maintain the high level of satisfaction with our law
enforcement services. Staff will continue to monitor needs and will also participate in discussions
with the Carver County Sheriffs Department about future staffing levels.
Outcomes
On average, the City of Chanhassen receives 59 hours of deputy patrol per day. The City also
receives investigative and other services from the County.
24
CITY OF CHANHASSEN
2011 BUDGET
101 General Fund
1210 Police Administration
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/ DEC
4010 Salaries & Wages -Reg 62,307 62,100 62,700 1.0%
4030 Contributions- Retirement 8,987 9,100 9,400 3.3%
4040 Contributions - Insurance 6,106 6,500 7,500 15.4%
4050 Workers Compensation 190 500 300 40.0 %)
TOTAL PERSONAL SERVICES 77,589 78,200 79,900 2.2%
4130 Program Supplies 4,639 5,000 5,000
4300 Fees, Services 1,483,759 1,543,000 1,565,000
4370 Travel & Training 500 500
4375 Promotional Expense 4,659 4,500 4,500
4933 Sales Tax 315
TOTAL CONTRACTUAL SERVICES 1,493,372 1,553,000 1,575,000
TOTAL POLICE ADMINISTRATION 1,570,961 1,631,200 1,654,900
0.0%
1.4%
0.0%
0.0%
1.5%
PR
CITY OF CHANHASSEN
2011 BUDGET
Commentary
Public Safety — Fire Prevention and Administration
Mission and Current Services
This budget funds both Fire Prevention and Fire Department Administration.
The Fire Department currently employs 45 firefighters operating out of two stations with a primary
purpose of providing fire protection services for City residents and business owners. In addition,
the department assists neighboring departments when requested and receives the same support
in return.
The Fire Prevention division is staffed by a Fire Marshal and a Deputy Fire Marshal who office out
of City Hall. This division is responsible for enforcing the state fire code in new and existing
construction. It is also responsible for the investigation of all fires within the City borders.
Budget Highlights
The budget is increasing by $97,700 (15.1 %). The bulk of the increase is related to the required
contribution for retirement, which is mandated by the State and has increased in recent years as
the investment market has faltered. Staffing levels remain static.
Future Trends
Anticipated commercial and residential development occurring in the southern portion of the City
will increase the need for expanded fire protection in that area. A third satellite fire station is
planned to meet that need. Some existing firefighters would be assigned to that station; however,
additional staff will need to be added to fully staff all stations.
Outcomes
Both the Fire Department and Fire Prevention departments are heavily involved with fire
prevention awareness throughout the City. Programs such as Safety Camp and Fire Prevention
Week for children grades 1 through 3 continue to be a great success. The Fire Department Open
House held annually in October offers fire education for all ages and consistently draws increasing
crowds. Firefighters also volunteer in numerous City outreach programs such as block parties,
station tours and special fire education programs for local community groups to ensure a highvisibilitywithinthecommunity.
26
CITY OF CHANHASSEN
2011 BUDGET
101 General Fund
1220 Fire Prevention and Administration
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC)
4010 Salaries & Wages -Reg 134,121 133,600 135,000 1.0%
4011 Overtime 256 1,000 1,000 0.0%
4020 Salaries & Wages -Temp 156,954 150,000 160,000 6.7%
4030 Contributions- Retirement 197,518 165,000 175,000 6.1%
4040 Contributions - Insurance 21,810 23,400 27,200 16.2%
4050 Workers Compensation 9,167 12,000 10,000 16.7 %)
TOTAL PERSONAL SERVICES 519,825 485,000 508,200 4.8%
4120 Supplies- Equipment 11,845 11,000 11,000 0.0%
4130 Supplies - Program 2,393 2,000 2,500 25.0%
4140 Supplies - Vehicles 5,469 12,000 12,000 0.0%
4150 Maintenance Materials 516 500 500 0.0%
4170 Motor Fuels and Lubrication 268 0.0%
4210 Books & Periodicals 681 600 600 0.0%
4240 Uniforms & Clothing 7,455 10,000 9,000 10.0 %)
4250 Merchandise for Resale 35 0.0%
4260 Small Tools & Equipment 3,478 6,000 5,000 16.7 %)
4290 Misc. Materials & Supplies 5,904 5,000 5,000 0.0%
TOTAL MATERIALS & SUPPLIES 38,043 47,100 45,600 3.2 %)
4300 Fees, Services 13,613 10,000 11,000 10.0%
4310 Telephone 3,571 6,000 5,000 16.7 %)
4320 Utilities 22,037 28,500 25,000 12.3 %)
4330 Postage 44 0.0%
4350 Cleaning & Waste Removal 4,768 6,000 5,000 16.7 %)4360 Subscriptions & Memberships 1,390 2,000 2,000 0.0%
4370 Travel & Training 10,000 10,000 0.0%
4375 Promotional Expense 7,034 9,000 9,000 0.0%
4483 Insurance - General Liability 1,000 1,000 0.0%
4510 Repair & Maintenance - Building 5,476 7,000 6,000 14.3 %)
4520 Repair & Maintenance - Vehicles 4,550 8,000 8,000 0.0%
4530 Repair& Maintenance -Equip 18,689 11,000 15,000 36.4%
4531 Repair& Maintenance - Radios 1,993 5,000 5,000 0.0%
Contribution for Performance 12,500 90,000 620.0%
4901 Refund /Reimbursements 4 0.0%
4933 Sales Tax 611 0.0%
TOTAL CONTRACTUAL SERVICES 83,782 116,000 192,000 65.5%
TOTAL FIRE PREVENTION ADMIN 641,650 648,100 745,800 15.1%
27
CITY OF CHANHASSEN
2011 BUDGET
Commentary
Community Development — Code Enforcement
Mission and Current Services
To provide for the health, safety, and welfare of the City through the administration of building and
fire codes. The employees are responsible for the plan review, permit issuance, and inspections
of buildings, plumbing, and mechanical systems, fire sprinkler and alarm systems, and individual
sewage treatment systems. Division staff is also responsible for inspections of existing buildings
for fire code violations, administration of the rental licensing program, septic tank and RPZ
maintenance programs, processing handgun and solicitor permits and providing assistance to the
City's law enforcement staff.
Budget Highlights
This budget reflects an increase of .4 %. There are no significant items that attributed to the
increase.
Future Trends
Residential permits increased over the 2009 number. Residential permits in 2011 should continue
to show a slight increase over 2010. 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.
CITY OF CHANHASSEN
2011 BUDGET
101 General Fund
1250 Code Enforcement
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC)
4010 Salaries & Wages -Reg 511,773 442,600 448,400 1.3%
4011 Overtime -Reg 143 0.0%
4020 Salaries & Wages -Temp 0.0 %
4021 Overtime -Temp 0.0 %
4030 Contributions- Retirement 71,033 65,600 67,500 2.9%
4040 Contributions - Insurance 66,876 67,400 69,000 2.4%
4050 Workers Compensation 1,353 1,400 1,400 0.0%
TOTAL PERSONAL SERVICES 651,178 577,000 586,300 1.6%
4120 Supplies- Equipment 83 500 500 0.0%
4130 Supplies- Program 578 500 500 0.0%
4140 Supplies - Vehicles 2,090 1,700 1,700 0.0%
4210 Books & Periodicals 185 2,500 1,500 40.0 %)
4240 Uniforms & Clothing 46 500 500 0.0%
4260 Small Tools & Equipment 32 400 400 0.0%
TOTAL MATERIALS & SUPPLIES 3,013 6,100 5,100 16.4 %)
4300 Fees, Services 200 0.0%
4310 Telephone 3,526 4,000 4,000 0.0%
4340 Printing & Publishing 888 3,000 2,000 33.3 %)
4360 Subscriptions & Memberships 450 1,000 1,000 0.0%
4370 Travel & Training 3,627 11,000 6,000 45.5 %)
4375 Promotional Expense
200 200 0.0%
4440 License & Registration 479 200 200 0.0%
4520 Repair & Maintenance - Vehicles 103 500 500 0.0%
4530 Repair & Maintenance -Equip 1,553 2,000 2,000 0.0%
4901 Refunds /Reimbursements 510 1,000 1,000 0.0%
4933 Sales Tax 61 0.0%
TOTAL CONTRACTUAL SERVICES 11,397 22,900 16,900 26.2 %)
TOTAL CODE ENFORCEMENT 665,588 606,000 608,300 0.4%
Q
CITY OF CHANHASSEN
2011 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 2011 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
2011 BUDGET
101 General Fund
1260 Community Service
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC)
4020 Salaries & Wages -Temp 43,282 47,000 48,000 2.1%
4021 Overtime -Temp 544 1,400 1,400 0.0%
4030 Contributions- Retirement 6,331 6,000 6,500 8.3%
4040 Contributions- Insurance 590 600 700 16.7%
4050 Workers Compensation 812 1,000 1,000 0.0%
TOTAL PERSONAL SERVICES 51,558 56,000 57,600 2.9%
4120 Supplies- Equipment 347 1,500 1,000 33.3 %)
4130 Supplies - Program 1,046 700 1,000 42.9%
4140 Supplies - Vehicles 1,267 1,000 1,000 0.0%
4210 Books & Periodicals 200 200 0.0%
4240 Uniforms & Clothing 185 1,600 1,000 37.5 %)
TOTAL MATERIALS & SUPPLIES 2,844 5,000 4,200 16.0 %)
4300 Fees, Services 9,009 9,600 9,000 6.3 %)
4310 Telephone 601 1,000 1,100 10.0%
4340 Printing & Publishing 162 500 300 40.0 %)
4360 Subscriptions & Memberships 103 300 200 33.3 %)
4370 Travel & Training 200 700 700 0.0%
4520 Repair& Maintenance - Vehicles 1,000 500 50.0 %)
4530 Repair & Maintenance -Equip 368 300 300 0.0%
4531 Repair & Maintenance - Radios 16 300 300 0.0%
4933 Sales Tax 31 0.0%
TOTAL CONTRACTUAL SERVICES 10,490 13,700 12,400 9.5 %)
TOTAL COMMUNITY SERVICE 64,893 74,700 74,200 0.7 1 /6)
31
CITY OF CHANHASSEN
2011 BUDGET
Commentary
Public Works — Engineering
Mission and Current Services
The Engineering Department provides engineering services related to the following programs:
Public Improvement Projects (streets, wells, water treatment, sanitary sewer, storm
sewer and water extension, etc.)
Community Development
Plan review and construction monitoring for all developer - installed public
improvements
Review building permits to ensure compliance with the City Council- approved
grading plan and conditions of development approval
Attend Planning Commission Meetings
Review Vacation Requests
Draft Encroachment Agreements
Pavement Management
Administration of the Pavement Management System
Initiation and implementation of annual street improvement and sealcoat projects
Other Miscellaneous Duties include:
Coordination with County and State Agencies regarding transportation and storm water
issues
Issue permits for:
Street closures for block parties
Temporary lifting of No Parking Zone regulations
Daily watering of new sod or seed
Grading, ROW, Driveways, Private Utility Permit Review
Repair drainage problems
Respond to customer complaints, requests, and concerns relating to the City's streets,
water, sanitary sewer, and drainage.
Obtain traffic/speed count data and draft speed and traffic count studies
Outcomes
The major costs in the Engineering Department, aside from personnel, that provide services to
the City are as follows:
1. Fees for Services — The amount budgeted for in 2011 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 2011 is $3,500.
This amount is used to pay for the Engineering copier's supplies and maintenance
agreements.
32
CITY OF CHANHASSEN
2011 BUDGET
101 General Fund
1310 Engineering
2010 to
2009 _ 2010 2011 2011
4CCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC)
4010 Salaries & Wages -Reg 402,783 409,800 413,000 0.8%
4011 Overtime -Reg 20 1,500 1,500 0.0%
4020 Salaries & Wages -Temp 5,593 15,000 15,000 0.0%
4030 Contributions - Retirement 57,622 60,000 61,700 2.8%
4040 Contributions - Insurance 39,949 42,600 48,400 13.6%
4050 Workers Compensation 1,114 1,500 1,500 0.0%
TOTAL PERSONAL SERVICES 507,081 530,400 541,100 2.0%
4120 Supplies- Equipment 1,117 400 500 25.0%
4140 Supplies - Vehicles 62 800 700 12.5 %)
4150 Maintenance Materials 15 0.0%
4210 Books & Periodicals 320 100 100 0.0%
TOTAL MATERIALS & SUPPLIES 1,514 1,300 1,300 0.0%
4300 Fees, Services 17,653 18,000 18,000 0.0%
4310 Telephone 3,185 2,100 3,200 52.4%
4330 Postage 400 400 0.0%
4340 Printing & Publishing 430 600 600 0.0%
4360 Subscriptions & Memberships 814 1,500 1,400 6.7 %)
4370 Travel & Training 1,693 4,200 3,000 28.6 %)
4380 Mileage 43 500 500 0.0%
4440 License & Registration 300 100.0 %)
4520 Repair & Maintenance - Vehicles 500 100.0 %)
4530 Repair & Maintenance -Equip 3,722 3,000 3,500 16.7%
4531 Repair & Maintenance - Radios 100 100.0 %)
4901 Refunds /Reimbursements 10 0.0%
4903 Bad Debt Expense 2,435 0.0%
4933 Sales Tax 66 0.0%
TOTAL CONTRACTUAL SERVICES 30,050 31,200 30,600 1.9 %)
4705 Other Equipment 300 100.0 %)
TOTAL CAPITAL OUTLAY 300 100.0 %)
TOTAL ENGINEERING 538,645 563,200 573,000 1.7%
33
CITY OF CHANHASSEN
2011 BUDGET
Commentary
Public Works — Street Maintenance
Mission and Current Services
This budget provides for the maintenance arm of the following programs:
Pavement Management
Snow removal and ice control
Crack sealing
Pothole patching and small patch overlays
Tree trimming and mowing activities
Traffic sign installation and maintenance
Pavement marking
Storm Water Management
Street sweeping
Storm sewer cleaning
Storm pond cleaning
Street Sign, Street light and Signal maintenance
In addition, this department responds to customer complaints and emergency situations related to
streets, street lights, traffic signals, and ponds including cleanup following major storms and
vehicle accidents.
Outcomes
The major costs in the Public Works department, aside from personnel, that provide services to
the City are as follows:
1. Supplies and Equipment: The amount budgeted for in 2011 is $40,000. This budget
amount is necessary for the operation of the Public Works department. The costs include
heavy equipment parts (brakes, tires, batteries and other parts), chain saw parts, mower
parts, paint, seeding material and many other supplies needed for day -to -day operations.
2. Supplies Vehicles: This budget amount is for regular maintenance of Public Works
vehicles.
3. Maintenance Materials: The amount budgeted for in 2011 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
2011 BUDGET
101 General Fund
1320 Street Maintenance
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC)
4010 Salaries & Wages -Reg
4011 Overtime -Reg
4020 Salaries & Wages -Temp
4021 Overtime -Temp
4030 Contributions- Retirement
4040 Contributions- Insurance
4050 Workers Compensation
4410
TOTAL PERSONAL SERVICES
4120 Supplies- Equipment
4140 Supplies- Vehicles
4150 Maintenance Materials
4210 Books &. Periodicals
4240 Uniforms & Clothing
4260 Small Tools & Equipment
4560
TOTAL MATERIALS & SUPPLIES
4300 Fees, Services
4310 Telephone
4330 Postage
4340 Printing & Publishing
4350 Cleaning & Waste Removal
4360 Subscriptions & Memberships
4370 Travel & Training
4410 Rental- Equipment
4440 License & Registration
4510 Repair & Maintenance - Building
4520 Repair & Maintenance - Vehicles
4530 Repair & Maintenance -Equip
4531 Repair & Maintenance - Radios
4540 Repair & Maintenance- Streets
4560 Repair & Maintenance -Signs
4933 Sales Tax
34,275
TOTAL CONTRACTUAL SERVICES
4703 Office Equipment
4705 Other Equipment
TOTAL CAPITAL OUTLAY
459,600 457,800 462,400 1.0%
18,749 8,000 18,000 125.0%
9,582 10,000 10,000 0.0%
197 0.0%
68,964 67,100 70,000 4.3%
59,247 61,900 71,700 15.8%
27,818 36,400 30,000 17.6°/x)
644,158 641,200 662,100 3.3%
34,275 44,000 40,000 9.1 %)
16,872 25,000 18,000 28.0 %)
70,990 65,000 65,000 0.0%
100 100 0.0%
4,224 4,800 4,800 0.0%
1,556 2,700 1,700 37.0 %)
127,917 141,600 129,600 8.5 %)
446 1,000 1,000 0.0%
3,252 3,800 3,800 0.0%
28 0.0%
300 300 0.0%
300 300 0.0%
1,085 1,200 1,200 0.0%
1,940 1,500 2,000 33.3%
323 1,500 1,500 0.0%
35 600 600 0.0%
500 500 0.0%
140 3,500 3,000 14.3 %)
8,203 5,500 5,500 0.0%
500 0.0%
1,921 500 2,000 300.0%
8,081 13,700 10,000 27.0 %)
1,511 0.0%
26,966 34,400 31,700 7.8 %)
300 - (100.0 %)
1,000 - (100.0 %)
1,300 - (100.0 %)
TOTAL STREET MAINTENANCE 799,041 818,500 823,400 0.6%
09
CITY OF CHANHASSEN
2011 BUDGET
Commentary
Public Works — Street Lighting & Signals
Mission and Current Services
This budget provides for the utility costs and repair and maintenance of street lighting and
intersection signalization to provide safe mobility for the traveling public and pedestrians.
Outcomes
The major costs in the Street Lighting & Signals budget are as follows:
1. Utilities: The amount budgeted is $315,000. This budget amount is to pay for power to
light the street lights and signals.
2. Repair and Maintenance - Lights & Signals: This budget amount is $22,000 which is to
pay for bulbs and ballasts and also repair and maintenance of the signal systems.
36
CITY OF CHANHASSEN
2011 BUDGET
101 General Fund
1350 Street Lighting & Signals
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/ DEC
4120 Supplies- Equipment 1,331 5,000 5,000 0.0%
TOTAL MATERIALS & SUPPLIES 1,331 5,000 5,000 0.0%
4300 Fees, Services
4310 Telephone 575
4320 Utilities 311,330
4530 Repair & Maintenance -Equip
4560 Repair & Maintenance -Signs 2,427
4565 Repair & Maintenance - Lights &Signals 17,026 25,000
TOTAL CONTRACTUAL SERVICES 331,358
300 300 0.0%
600 600 0.0%
315,000 315,000 0.0%
2,500 2,500 0.0%
0.0%
25,000 22,000 12.0 %)
343,400 340,400 0.9 %)
i TOTAL STREET LIGHT & SIGNALS 332,688 348,400 345,400 0.9 %)
37
CITY OF CHANHASSEN
2011 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 $138,000. 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 $60,000. This expenditure includes the utility costs
gas, electric) to heat and power the new Public Works building.
CITY OF CHANHASSEN
2011 BUDGET
101 General Fund
1370 City Garage
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC)
4010 Salaries & Wages -Reg 187,697 185,700 187,600 1.0%
4011 Overtime -Reg 7,436 6,500 6,500 0.0%
4030 Contributions - Retirement 26,906 27,200 28,000 2.9%
4040 Contributions - Insurance 28,227 30,600 35,700 16.7%
4050 Workers Compensation 7,074 9,400 7,200 23.4%)
TOTAL PERSONAL SERVICES 257,340 259,400 265,000 2.2%
4120 Supplies- Equipment 1,159 3,300 2,000 39.4 %)
4140 Supplies - Vehicles 96 500 500 0.0%
4150 Maintenance Materials 668 1,000 1,000 0.0%
4170 Motor Fuels & Lubricants 111,988 158,000 138,000 12.7 %)
4240 Uniforms & Clothing 824 1,200 1,200 0.0%
4260 Small Tools & Equipment 2,597 4,400 3,000 31.8 %)
TOTAL MATERIALS & SUPPLIES 117,332 168,400 145,700 13.5 %)
4300 Fees, Services 1,635 1,300 1,300 0.0%
4310 Telephone 2,731 4,000 4,000 0.0%
4320 Utilities 23,624 70,000 60,000 14.3 %)
4330 Postage 11 0.0%
4340 Printing & Publishing 100 100 0.0%
4350 Cleaning & Waste Removal 6,388 10,000 10,000 0.0%
4360 Subscriptions & Memberships 200 200 0.0%
4370 Travel & Training 323 1,500 800 46.7 %)
4410 Rental- Equipment 500 500 0.0%
4440 License & Registration 30 500 500 0.0%
4510 Repair & Maintenance-Building 4,153 4,000 7,000 75.0%
4520 Repair & Maintenance - Vehicles 300 300 0.0%
4530 Repair& Maintenance -Equip 1,175 3,900 2,000 48.7 %)
4531 Repair & Maintenance- Radios 100 100 0.0%
4933 Sales Tax 298 0.0%
TOTAL CONTRACTUAL SERVICES 40,368 96,400 86,800 10.0 %)
4703 Office Equipment 500 500 0.0%
4705 Other Equipment 4,613 2,500 5,000 100.0%
TOTAL CAPITAL OUTLAY 4,613 3,000 5,500 83.3%
TOTAL CITY GARAGE 419,653 527,200 503,000 4.6 %)
39
CITY OF CHANHASSEN
2011 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 2010 to 2011.
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
2011 BUDGET
101 General Fund
1410 Planning Commission
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4210 Books & Periodicals 200 200 0.0%
TOTAL MATERIALS & SUPPLIES 200 200 0.0%
4340 Printing & Publishing 3,817 3,000 3,000 0.0%
4360 Subscriptions & Memberships 200 200 0.0%
4370 Travel & Training 249 800 800 0.0%
TOTAL CONTRACTUAL SERVICES 4,066 4,000 4,000 0.0%
TOTAL PLANNING COMMISSION 4,066 4,200 4,200 0.0%
41
CITY OF CHANHASSEN
2011 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 2.3% 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
2011 BUDGET
101 General Fund
1420 Planning Administration
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4010 Salaries & Wages -Reg 303,521 304,900 307,500 0.9%
4030 Contributions- Retirement 41,711 44,700 45,900 2.7%
4040 Contributions- Insurance 40,068 43,900 51,100 16.4%
4050 Workers Compensation
421 600 600 0.0%
TOTAL PERSONAL SERVICES 385,722 394,100 405,100 2.8%
4120 Supplies- Equipment 75 300 300 0.0%
4130 Supplies- Program 100 100 0.0%
4140 Supplies - Vehicles 305 100 100 0.0%
4210 Books & Periodicals 200 200 0.0%
TOTAL MATERIALS & SUPPLIES 380 700 700 0.0%
4300 Fees, Services 20 5,000 5,000 0.0%
4310 Telephone 200 200 0.0%
4340 Printing & Publishing 200 200 0.0%
4360 Subscriptions & Memberships 1,126 1,500 1,500 0.0%
4370 Travel & Training 4,988 6,400 5,500 14.1 %)
4440 License & Registration 600 100.0 %)
4520 Repair & Maintenance - Vehicles 200 200 0.0%
TOTAL CONTRACTUAL SERVICES 6,134 14,100 12,600 10.6 %)
TOTAL PLANNING ADMINISTRATION 392,237 408,900 418,400 2.3%
43
CITY OF CHANHASSEN
2011 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 1.2% 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
2011 BUDGET
101 General Fund
1430 Senior Commission
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4010 Salaries & Wages -Reg 17,931 17,700 17,900 1.1%
4030 Contributions- Retirement 2,538 2,600 2,700 3.8%
4040 Contributions - Insurance 1,538 1,600 1,900 18.8%
4050 Workers Compensation 25 100 100 0.0%
TOTAL PERSONAL SERVICES 22,031 22,000 22,600 2.7%
4300 Fees, Services 8,467 10,000
4370 Travel & Training 116 200
4375 Promotional Expense 500
TOTAL CONTRACTUAL SERVICES 8,583 10,700
TOTAL SENIOR COMMISSION 30,614 32,700
9,000 10.0 %)
200 0.0%
500 0.0%
9,700 9.3 %)
32,300 (1.2%
45
CITY OF CHANHASSEN
2011 BUDGET
Commentary
Park and Recreation — Park and Recreation Commission
Mission and Current Services
The Park and Recreation Commission provides recommendations and advice to the City Council
regarding parks, recreation and leisure services. The Commission is comprised of seven
members appointed by the City Council for staggered three -year terms.
Budget Highlights
Printing and Publishing: Publication of Commission agendas
Subscriptions and Memberships: Membership in the Minnesota Recreation and Park
Association and the National Park and Recreation Association
Travel and Training: Workshops, special training, and conferences
Future Trends
The Commission will focus future efforts on an update of the comprehensive plan, operations at
the recreation center and the amendment or addition of local partnerships as a means of
advancing recreation programs.
Outcomes
The Commission considers matters pertaining to parks and public recreation programs as
referred to the Commission by the Council, or as the members of the Commission themselves
deem proper. Preparation of a comprehensive plan for the future development of the City park
and recreation system, to be submitted to the City Council for implementation, and to maintain
said plan, and recommend amendments of the plan to the City Council, as may become
necessary or desirable. To act in an advisory capacity to the Council in all matters relating to park
and recreation in the City.
46
CITY OF CHANHASSEN
2011 BUDGET
101 General Fund
1510 Park and Recreation Commission
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/ DEC
4130 Supplies- Program
4210 Books & Periodicals
TOTAL MATERIALS & SUPPLIES
4340 Printing & Publishing
4360 Subscriptions & Memberships
4370 Travel & Training
TOTAL CONTRACTUAL SERVICES
TOTAL PARK & REC COMMISSION
100 100 0.0%
100 100 0.0%
200 200 0.0%
1,691 900 1,100 22.2%
550 700 600 14.3 %)
337 400 300 25.0 %)
2,578 2,000 2,000 0.0%
2,578 2,200 2,200 0.0%
47
CITY OF CHANHASSEN
2011 BUDGET
Commentary
Park and Recreation — Park and Recreation Administration
Mission and Current Services
The Park and Recreation Administration budget exists to plan, develop, and administer leisure -
time activities in the community. This function physically plans and develops parks, open space,
trails and indoor recreation facilities. Staff also coordinates programs with the school districts,
Chanhassen Athletic Association, and other organizations.
Budget Highlight
Salaries and Wages: Park and Recreation Director
Subscriptions and Memberships: Professional memberships in state and national
professional associations
Travel and Training: Attendance at continuing education workshops and conferences
Future Trends
Parks, trails, park programs and open space are being increasingly recognized for performing
three important functions: meeting physical and psychological needs, enhancing and protecting
the resource base and property values, and providing a positive impact on economic
development.
Outcomes
The park and recreation administrator works to ensure that local recreational facilities and open
space areas reasonably meet the outdoor recreation needs of the community's residents and
preserve and protect environmentally - sensitive areas and varied topography. This goal shall be
accomplished by:
Providing park and open space facilities that emphasize accessibility and use by
Chanhassen residents.
Coordinating the expenditure of local funds for recreational open space in concert with the
provision and development of other municipal services.
Updating the recreation section of the comprehensive plan every five years.
Conducting an annual assessment of capital improvement program needs.
Providing open space areas which assist in the conservation and protection of
ecologically sensitive areas.
Developing a park and open space plan which is consistent with and complements the
overall land use plan for Chanhassen.
Encouraging citizen participation in planning for and development of park and open space
facilities.
Developing a comprehensive interconnected trail /sidewalk system throughout the
community.
Facilitating cooperative efforts between local school systems and the City in acquisition,
development and usage of recreational lands and facilities.
Seeking assistance from community groups in the planning for and development of park
and open space facilities.
CITY OF CHANHASSEN
2011 BUDGET
101 General Fund
1520 Park and Recreation Administration
2010 to
2009 2010 2011 2011
LCCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC
4010 Salaries & Wages -Reg 101,563 99,500 100,600 1.1%
4030 Contributions- Retirement 14,015 14,500 15,200 4.8%
4040 Contributions - Insurance 9,907 10,500 12,300 17.1 %
4050 Workers Compensation 140 200 200 0.0%
TOTAL PERSONAL SERVICES 125,625 124,700 128,300 2.9%
4120 Supplies- Equipment 333 500 500 0.0%
4130 Supplies- Program 200 200 0.0%
4210 Books & Periodicals 100 100 0.0%
4240 Uniforms & Clothing 200 200 0.0%
TOTAL MATERIALS & SUPPLIES 333 1,000 1,000 0.0%
4300 Fees, Services 36 1,100 200 81.8 %)
4310 Telephone 1,483 900 1,500 66.7%
4330 Postage 2,000 100.0 %)
4340 Printing & Publishing 14,000 100.0 %)
4360 Subscriptions & Memberships 1,343 1,600 1,600 0.0%
4370 Travel & Training 3,927 4,800 4,400 8.3 %)
4380 Mileage 105 300 300 0.0%
TOTAL CONTRACTUAL SERVICES 6,894 24,700 8,000 67.6 %)
TOTAL PARK & REC ADMINISTRATION 132,852 150,400 137,300 8.7 %)
49
CITY OF CHANHASSEN
2011 BUDGET
Commentary
Park and Recreation — Recreation Center
Mission and Current Services:
The Recreation Center budget exists to provide fitness and recreational opportunities for the
community. The Center also provides community space for programs and rentals. The
Recreation Center provides year -round indoor and outdoor recreational programs. This facility is
shared with Independent School District 112 and Bluff Creek Elementary School.
Budget Highlights:
Salary and wages: Recreation Center Manager, Facility Supervisors, Dance Coordinator
and Dance Instructors
Supplies - Equipment: $3,000 fitness equipment, gym supplies and facility rental
equipment requirements
Supplies — Programs: $42,000 supplies needed for Dance for Fun program, participant
costumes and additional in -house program supply needs at the Recreation Center
Fees for Service: $40,000 program management fees to provide recreational
opportunities to the community
Utilities: $36,000 Recreation Center is responsible for 24% of facility heating, air
conditioning, and electrical service
Repair and Maintenance - Building: $3,000 facility repair and maintenance requirements
Future Trends
As the health and fitness industry grows and changes, the Recreation Center will introduce new
fitness formats, offer additional youth programs and multi - generational activities, and enhance
recreational opportunities for youth, families and seniors.
Outcomes
The Recreation Center Manager will ensure quality programs and opportunities are offered for the
community.
Offer fitness and recreational services at an affordable price.
Provide a friendly atmosphere for participants of all ages to feel welcome.
Provide a variety of programs to meet community needs.
Encourage increased participation in community fitness.
Offer rental facilities at affordable rates.
61(
CITY OF CHANHASSEN
2011 BUDGET
101 General Fund
1530 Recreation Center
2010 to
2009 2010 2011 2011
OUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC
4010 Salaries & Wages -Reg 54,027 53,900 54,400 0.9%
4020 Salaries & Wages -Temp 126,457 130,000 130,000 0.0%
4021 Overtime -Temp 79 0.0%
4030 Contributions - Retirement 25,544 28,000 28,500 1.8%
4040 Contributions- Insurance 6,060 6,400 7,500 17.2%
4050 Workers Compensation 2,975 1,400 2,500 78.6%
4060 Unemployment 658 0.0%
TOTAL PERSONAL SERVICES 215,799 219,700 222,900 1.5%
4120 Supplies- Equipment 1,464 4,000 3,000 25.0 %)
4130 Supplies- Program 36,769 42,000 42,000 0.0%
4150 Maintenance Materials 201 500 500 0.0%
4240 Uniforms & Clothing 23 800 700 12.5 %)
TOTAL MATERIALS & SUPPLIES 38,457 47,300 46,200 2.3 %)
4300 Fees, Services 45,692 32,000 40,000 25.0%
4310 Telephone 607 2,500 1,500 40.0 %)
4320 Utilities 27,650 37,500 36,000 4.0 %)
4360 Subscriptions & Memberships 158 300 300 0.0%
4370 Travel & Training 8 400 400 0.0%
4375 Promotional Expense 838 1,600 1,600 0.0%
4510 Repair & Maintenance - Building 1,895 3,000 3,000 0.0%
4530 Repair & Maintenance -Equip 1,036 1,000 1,000 0.0%
4590 Misc. Contractual Services 841 1,000 1,000 0.0%
4933 Sales Tax 11 0.0%
TOTAL CONTRACTUAL SERVICES 78,737 79,300 84,800 6.9%
TOTAL RECREATION CENTER 332,992 346,300 353,900 2.2%
51
CITY OF CHANHASSEN
2011 BUDGET
Commentary
Park and Recreation — Lake Ann Park Operations
Mission and Current Services
This department provides for the operations at Lake Ann Park. Revenues, which offset some of
the expenses, include facility rental, watercraft and equipment rental, and concession fees.
Budget Highlights
The total budget reflects maintenance of existing services.
Future Trends
As Chanhassen continues to develop our park system, Lake Ann's presence will be more
important. Enhancing and maintaining our existing facilities at Lake Ann will provide our residents
with a "go to" place to fill their recreational needs.
Outcomes
Administration staff works daily with park maintenance staff to maintain a high level of service at
our most popular community park
Provide leadership in coordinating all components of the Lake Ann Concession and
Watercraft rental operation.
Continue to work with Minnetonka Community Education and Services in building upon a
longstanding relationship while providing a safe environment with lifeguards at Lake Ann
beach.
Coordinate all facility rentals and reservations in order for our customers to have a quality
experience.
52
CITY OF CHANHASSEN
2011 BUDGET
101 General Fund
1540 Lake Ann Park Operations
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4020 Salaries & Wages -Temp 5,237 12,200 8,000 34.4 %)
4021 Overtime -Temp 400 100.0 %)
4030 Contributions- Retirement 401 600 500 16.7 %)4050 Workers Compensation 85 200 200 0.0%
TOTAL PERSONAL SERVICES 5,723 13,400 8,700 35.1%)
4130 Supplies - Program 6,124 9,000 7,000 22.2 %)4240 Uniforms & Clothing 500 500 0.0%
TOTAL MATERIALS & SUPPLIES 6,124 9,500 7,500 21.1 %)
4300 Fees, Services 30,600 30,000 31,000 3.3%
4310 Telephone 1,208 2,000 1,500 25.0 %)4320 Utilities 12,013 13,000 13,000 0.0%4340 Printing & Publishing 400 400 0.0%
TOTAL CONTRACTUAL SERVICES 43,822 45,400 45,900 1.1%
TOTAL LAKE ANN PARK OPERATIONS 55,668 68,300 62,100 9.1 %)
53
CITY OF CHANHASSEN
2011 BUDGET
Commentary
Park and Recreation — Park Maintenance
Mission and Current Services
This department maintains the City's park sites, play equipment, athletic facilities, and trails. This
department is also responsible for the maintenance of the downtown business district including
lighting, mowing, banners and other items. _
Budget Highlights
Minor adjustments were made to all areas in the Park Maintenance budget resulting in a 1.5%
increase.
Salaries: 7 full time employees (Park Superintendent, 4 Park Maintenance and 2
Downtown Maintenance).
Seasonal Employees: 14 Seasonal Park Maintenance employees.
Supplies: Reflects all miscellaneous supplies and materials needed to maintain all
existing parks and play structures.
Maintenance Material:
o $10,000 —fertilizer for all parks with high athletic use
o $5,000 — sand for beaches, gravel, rock and fill
o $3,000 — weed spray for parks
o $1,500 — small black top repairs to trails
Irrigation Supplies: Supplies for irrigation system in parks, Bluff Creek Elementary, City
Hall, Library and Fire Stations.
Fees and Services
o $7,000 — snowplowing City owned parking lots and downtown
o $7,500 — fertilizer and weed control for downtown buildings, City Hall, Library and
Fire Stations
o $2,000 — spray thistle on City property
Cleaning and Waste Removal: Services for rubbish removal throughout the year at all
City parks.
Rental Land and Buildings: Rental of 41 portable toilets used in City parks.
Future Trends
The trail system will continue to grow with new sections being added annually. New parks will be
added with the development of the southern part of Chanhassen.
Outcomes
This budget reflects maintenance needs for 37 parks, 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
2011 BUDGET
101 General Fund
1550 Park Maintenance
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC)
4010 Salaries & Wages -Reg 455,038 448,100 452,600 1.0%
4011 Overtime -Reg 11,884 15,000 15,000 0.0%
4020 Salaries & Wages -Temp 83,829 90,000 90,000 0.0%
4021 Overtime -Temp 3,755 4,000 4,000 0.0%
4030 Contributions- Retirement 71,602 69,000 72,000 4.3%
4040 Contributions- Insurance 62,835 67,400 78,400 16.3%
4050 Workers Compensation 8,773 11,200 11,200 0.0%
TOTAL PERSONAL SERVICES 697,716 704,700 723,200 2.6%
4120 Supplies- Equipment 30,997 38,000 34,000 10.5 %)
4140 Supplies - Vehicles 2,656 8,000 5,000 37.5 %)
4150 Maintenance Materials 31,704 27,000 31,000 14.8%
4151 Irrigation Materials 1,809 3,000 3,000 0.0%
4240 Uniforms & Clothing 2,077 2,800 2,800 0.0%
4260 Small Tools & Equipment 327 2,500 2,000 20.0 %)
TOTAL MATERIALS & SUPPLIES 69,570 81,300 77,800 4.3 %)
4300 Fees, Services 21,771 22,000 22,000 0.0%
4310 Telephone 2,596 2,700 2,700 0.0%
4320 Utilities 13,097 8,600 12,000 39.5%
4340 Printing & Publishing 370 200 400 100.0%
4350 Cleaning & Waste Removal 6,189 8,000 7,000 12.5 %)
4360 Subscriptions & Memberships 400 400 0.0%
4370 Travel & Training 372 2,000 1,000 50.0 %)
4400 Rental -Land & Buildings 32,745 31,500 32,500 3.2%
4410 Rental- Equipment 728 2,000 1,000 50.0 %)
4440 License & Registration 108 700 700 0.0%
4510 Repair & Maintenance - Building 252 3,000 2,500 16.7 %)
4520 Repair & Maintenance - Vehicles 113 2,500 2,000 20.0 %)
4530 Repair & Maintenance -Equip 4,996 6,500 5,000 23.1%)
4531 Repair & Maintenance - Radios 500 100 80.0 %)
4560 Repair & Maintenance -Signs 972 4,000 3,000 25.0 %)
4933 Sales Tax 190 0.0%
TOTAL CONTRACTUAL SERVICES 84,498 94,600 92,300 2.4 %)
4705 Other Equipment 4,000 5,000 25.0%
TOTAL CAPITAL OUTLAY 4,000 5,000 25.0%
TOTAL PARK MAINTENANCE 851,785 884,600 898,300 1.5%
55
CITY OF CHANHASSEN
2011 BUDGET
Commentary
Park and Recreation — Senior Citizens Center
Mission and Current Services
The Senior Center budget exists to plan and implement a variety of year -round programs, special
events, monthly one -day tours and health and wellness activities for older adults. The Senior
Center provides a setting which is welcoming and looks to improve the quality of life and use of
leisure time. Senior Center programs and activities are funded by a combination of affordable
fees and community sponsorship programs.
Budget Highlights
The budget provides the Senior Center Coordinator the ability to plan, implement and utilize
resources to provide a wide variety of programs, activities, special events and recreation
opportunities to our residents.
The Senior Center will continue to offer quality programs and activities to our residents and be a
place where older adults can embrace positive aging and feel part of the community.
Future Trends
As the senior population grows and changes, the Senior Center will keep current on new trends
and offer programs and services to meet and address these changing needs. Older adults are
moving out of their large family homes and /or relocating to Chanhassen due to the large variety of
life cycle housing as well as to be closer to their adult children. They look to the Senior Center for
a social and recreation network to interact with other seniors.
Outcomes
Chanhassen has a strong and respected reputation for providing quality programming and
activities for its senior population. The Senior Center Coordinator will work to ensure that this
continues by:
Providing quality programs, activities and classes that are relevant and affordable to all
participants while also looking to attract new participants.
Providing a friendly and inviting environment for all older adults to feel welcome and
comfortable in use of their leisure time.
Facilitating, exploring and networking with local agencies, service providers and
businesses to provide joint programming and secure financial sponsorship for program
development and implementation.
CITY OF CHANHASSEN
2011 BUDGET
101 General Fund
1560 Senior Citizens Center
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4010 Salaries & Wages -Reg
4030 Contributions- Retirement
4040 Contributions- Insurance
4050 Workers Compensation
TOTAL PERSONAL SERVICES
4120 Supplies- Equipment
4130 Supplies- Program
TOTAL MATERIALS & SUPPLIES
4300 Fees, Services
4340 Printing & Publishing
4350 Cleaning & Waste Removal
4360 Subscriptions & Memberships
4370 Travel & Training
4375 Promotional Expense
4380 Mileage
TOTAL CONTRACTUAL SERVICES
TOTAL SENIOR CITIZENS CENTER
38,304 38,200 38,600 1.0%
5,512 5,600 5,800 3.6%
295 0.0%
54 200 100 50.0 %)
44,164 44,000 44,500 1.1%
197 300 300 0.0%
3,150 4,200 3,200 23.8 %)
3,347 4,500 3,500 22.2 %)
20,283 19,600 20,000 2.0%
100 100 0.0%
160 200 200 0.0%
79 100 100 0.0%
241 300 300 0.0%
75 200 200 0.0%
90 100 100 0.0%
20,927 20,600 21,000 1.9%
68,439 69,100 69,000 0.1 %)
57
CITY OF CHANHASSEN
2011 BUDGET
Commentary
Park and Recreation — Recreation Programs
Mission and Current Services
To provide a year -round recreational program that reflects a variety of interests in the community
and that develops a social, physical, cultural, and aesthetic quality for our citizens. These
programs are funded by a combination of affordable fees, property tax levy and a community
sponsorship program.
Budget Highlights
The Recreation Programs budget provides our department the ability to plan and utilize resources
to provide a wide variety of special events and recreation opportunities to our residents.
Future Trends
The function of this budget is to provide our residents with opportunities to grow as a family and to
embrace being part of our community. Community events are held in high regard to our residents
and our department will continue to grow our recreational opportunities.
Outcomes
Chanhassen has a deep tradition of planning and hosting special events and recreational
opportunities for our residents. This budget gives the financial tools to provide this service.
Provide first -class events for our residents.
Continue summer concert music series.
Seasonal wages and equipment needed for playground program, warming houses,
recreation intern and skate park attendants.
W
CITY OF CHANHASSEN
2011 BUDGET
101 General Fund
1600 Recreation Programs
2010 to
2009 2010 2011 2011
WCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC
4010 Salaries & Wages -Reg 90,380 88,900 89,800 1.0%
4020 Salaries & Wages -Temp 46,753 55,500 54,500 1.8 %)
4021 Overtime -Temp 393 1,100 1,100 0.0%
4030 Contributions- Retirement 16,454 17,000 17,500 2.9%
4040 Contributions - Insurance 7,533 7,100 8,900 25.4%
4050 Workers Compensation 888 200 1,000 400.0%
TOTAL PERSONAL SERVICES 162,401 169,800 172,800 1.8%
4120 Supplies- Equipment 1,450 2,000 2,000 0.0%
4130 Supplies- Program 10,996 15,600 15,600 0.0%
4240 Uniforms & Clothing 1,267 1,500 1,500 0.0%
TOTAL MATERIALS & SUPPLIES 13,712 19,100 19,100 0.0%
4300 Fees, Services 51,731 58,000 54,000 6.9 %)
4310 Telephone 1,192 3,200 1,300 59.4 %)
4320 Utilities 2,876 3,500 3,000 14.3 %)
4330 Postage 200 200 0.0%
4340 Printing & Publishing 5,544 4,400 4,400 0.0%
4360 Subscriptions & Memberships 105 0.0%
4370 Travel & Training 666 400 600 50.0%
4380 Mileage 77 200 100 50.0 %)
4400 Rental -Land & Buildings 20,365 6,500 6,500 0.0%
4410 Rental- Equipment 4,702 18,200 20,000 9.9%
4933 Sales Tax 73 0.0%
TOTAL CONTRACTUAL SERVICES 87,330 94,600 90,100 4.8 %)
TOTAL RECREATION PROGRAMS 263,444 283,500 282,000 0.5 %)
59
CITY OF CHANHASSEN
2011 BUDGET
Commentary
Park and Recreation — Self- Supporting Programs
Mission and Current Services
This department generally funds adult programs and craft and instructional classes that are
designed to cover all costs from fee revenue. New programs may be started from this budget
even though they may not recover all costs in the first year. Activities are expected to become
self - sufficient in following years and are evaluated annually.
Budget Highlights
This budget provides our residents many recreational opportunities while allowing our department
to offset expenditures through program revenues.
Future Trends
Continue to look for the next big program that will provide our residents with quality opportunities
and also assist our department with revenue generation. We will continue to look for our next
niche" programs that will fill the needs for smaller groups or individuals.
Outcomes
It is staffs mandate that this budget's expenses are offset by the revenue collected from various
programs.
Offer first -class adult sporting leagues while promoting social and physical activity.
Children's enrichment programs are offered to help develop their social and physical
needs.
Offer many varieties of sporting lessons and camps for our active residents.
M
CITY OF CHANHASSEN
2011 BUDGET
101 General Fund
1700 Self- Supporting Programs
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC! DEC
4010 Salaries & Wages -Reg
4020 Salaries & Wages -Temp
4030 Contributions- Retirement
4040 Contributions - Insurance
4050 Workers Compensation
TOTAL PERSONAL SERVICES
4120 Supplies- Equipment
4130 Supplies- Program
TOTAL MATERIALS & SUPPLIES
4300 Fees, Services
4933 Sales Tax
TOTAL CONTRACTUAL SERVICES
TOTAL SELF - SUPPORTING PROGRAMS
22,595 22,300 23,500 5.4%
3,130 900 900 0.0%
3,478 3,400 3,700 8.8%
1,883 2,000 2,200 10.0%
74 100 100 0.0%
31,160 28,700 30,400 5.9%
600 600 0.0%
6,449 8,000 8,000 0.0%
6,449 8,600 8,600 0.0%
36,431 46,000 43,000 6.5 %)
14 0.0%
36,445 46,000 43,000 6.5 %)
74,054 83,300 82,000 1.6 %)
31
CITY OF CHANHASSEN
2011 BUDGET
Commentary
Park and Recreation — Recreation Sports
Mission and Current Services
This budget exists to fund sports programs for preschool and school age children. All programs
are supervised by the Recreation Center Manager and Recreation Supervisor. New programs are
expected in the future as growth continues. Activities are to be self- sufficient and are evaluated
annually.
Budget Highlights
This budget allows our department to provide year round sports programs for children of all ages
All programs are offset through program revenues.
Future Trends
These programs provide youth with an opportunity to participate in beginner level sports activities
at an affordable price. As the Recreation Sports programs continue to grow, we plan to expand
programming with new opportunities. Staff looks to continue to offer quality activities for children,
Outcomes
Staff will ensure quality and affordable sports programs for youth and ensure that this budget's
expenses are offset by the revenue collected from programs.
Offer many varieties of quality sporting opportunities to meet community needs.
Increase revenue received over prior contracted sports programs.
Help children develop social and physical skills through introductory sports classes.
Staff wages and equipment will be needed as program grows.
62
CITY OF CHANHASSEN
2011 BUDGET
101 General Fund
1800 Recreation Sports
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4020 Salaries & Wages -Temp
4030 Contributions- Retirement
4050 Workers Compensation
TOTAL PERSONAL SERVICES
4120 Supplies- Equipment
4130 Supplies - Program
4240 Uniforms & Clothing
4375 Promotional Exepnses
29
TOTAL MATERIALS & SUPPLIES
4300 Fees, Services
TOTAL CONTRACTUAL SERVICES
TOTAL RECREATION SPORTS
2,896 8,400 10,000 19.0%
221 1,000 400 60.0 %)
29 100 100 0.0%
3,146 9,500 10,500 10.5%
2,892 2,000 2,000 0.0%
3,337 2,100 2,100 0.0%
4,800 3,800 20.8 %)
1,000 100.0%
6,229 8,900 8,900 0.0%
4,947 0.0%
4,947 0.0%
14,322 18,400 19,400 5.4%
63
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im
SPECIAL REVENUE FUNDS
Special Revenue Funds are established to account for taxes and
other revenues designated for a particular purpose by legislation or
by the payer of the funds.
10% Fund — Under the term of the charitable gambling license
agreement with the American Legion, the City is to receive 10% of
the net revenues derived from pull -tab operations. These monies
are restricted to use in programs that benefit youth in the
community, public safety capital needs excluding pensions, and
public safety training.
CATV Fund — Under the term of the franchise agreement with
cable television operators, the City is to receive 5% of the revenues
derived from cable television sales within the City. These monies
are dedicated to improving public communications, broadcasting of
public meetings, and necessary related expenditures.
65
CITY OF CHANHASSEN
2011 BUDGET
Commentary
Special Revenue Fund —10% Fund - 201
Mission and Current Services
Under the term of the charitable gambling license agreement with the American Legion,
the City is to receive 10% of the net revenues derived from pull -tab operations. These
monies are restricted to use in programs that benefit youth in the community, public safety
capital needs excluding pensions, and public safety training.
Budget Highlights
The 2011 budget includes $17,500 for training opportunities for the fire department.
Outcomes
In 2010 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.
CITY OF CHANHASSEN
2011 BUDGET
SPECIAL REVENUE FUNDS
201 10% Fund
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
REVENUE
GENERAL PROPERTY TAX
3801 Interest Earnings
482 1,500 500
3807 Donations 20,841 12,000 15,000
TOTAL GENERAL PROPERTY TAX 21,323 13,500 15,500
TOTAL REVENUE 21,323 13,500 15,500
EXPENDITURES
CONTRACTUAL SERVICES
4370 Travel & Training 14,491 17,500 17,500
TOTAL CONTRACTUAL SERVICES 14,491 17,500 17,500
CAPITAL OUTLAY
66.7 %)
25.0%
14.8%
14.8%
0.0%
0.0%
4703 Office Equipment - - - 0.0%
TOTAL CAPITAL OUTLAY - - _ 0.0 %
i* TOTAL EXPENDITURES 14,491 17,500 17,500 0.0%
REVENUE OVER/(UNDER) EXPENDITURES 6,832 (4,000) (2,000)
67
CITY OF CHANHASSEN
2011 BUDGET
Commentary
Special Revenue Fund —
Cable TV Fund - 210
Mission and Current Services
Under the terms of our franchise agreement with Mediacom, the City receives 5% of the revenues
derived from cable television sales within the City. These funds are dedicated to improving
communication with the public through broadcasting public meetings, studio improvements, and
other improvements to the systems. The City utilizes the public access capabilities provided
through these franchise fees by re- broadcasting City Council and Commission meetings, as well
as providing other programs that serve a public or civic purpose.
Budget Highlights
The 2011 budget reflects a decrease of $1,000 (1.1 %) in expenditures.
The Cable TV budget includes one personnel, the City Recorder. The City Recorder provides
verbatim minutes for City meetings, including City Council, Planning Commission, and Park &
Recreation Commission.
Future Trends
The cable channel will continue to be used for public education and the promotion of public
events.
CITY OF CHANHASSEN
2011 BUDGET
SPECIAL REVENUE FUNDS
210 Cable TV Fund
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
REVENUE
GENERAL PROPERTY TAX
3080 Franchise Fees 228,874 185,000 200,000 8.1%
TOTAL GENERAL PROPERTY TAX 228,874 185,000 200,000 8.1%
OTHER REVENUE
Travel & Training 100 100 0.0%
3801 Interest Earnings 8,185 15,000 8,000 46.7 %)
TOTAL OTHER REVENUE 8,185 15,000 8,000 46.7 %)
TOTAL REVENUE 237,059 200,000 208,000 4.0%
EXPENDITURES
PERSONAL SERVICES
4010 Salaries & Wages -Reg 71,612 70,000 70,000 0.0%
4011 Overtime 0.0%
4030 Contributions - Retirement 10,136 10,100 10,400 3.0%
4040 Contributions - Insurance 7,634 8,700 8,000 8.0 %)
4050 Workers Compensation 98 300 200 33.3 %)
TOTAL PERSONAL SERVICES 89,481 89,100 88,600 0.6 %)
MATERIALS & SUPPLIES
4120 Supplies- Equipment 500 500 0.0%
TOTAL MATERIALS & SUPPLIES 500 500 0.0%
CONTRACTUAL SERVICES
4300 Fees, Services 1,314 2,000 1,500 25.0 %)
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 2,814 4,100 3,600 12.2 %)
CAPITAL OUTLAY
4705 Other Equipment 1,167 - - 0.0%
TOTAL CAPITAL OUTLAY 1,167 - - 0.0%
TOTAL EXPENDITURES 93,462 93,700 92,700
REVENUE OVER/(UNDER) EXPENDITURES 143,597 106,300 115,300
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70
ENTERPRISE FUNDS
Enterprise Funds account for the operation of the sewer and water
utilities and surface water management district. These funds use
the accrual method of accounting, because they are run like
independent businesses. Taxes and their revenues are designated
for a particular purpose by legislation or by the payer of the funds.
Water Utility Fund — This fund accounts for the operation of the
City -owned water system. It includes the operation of wells and
water towers around town.
Sewer Utility Fund — This fund accounts for the operation of the
City -owned sewer system. It includes the operation of lift stations
and payments to the Metropolitan Council Environmental Services
division for treating the raw sewage from our City.
Surface Water Management Fund — This fund accounts for
operations of the City's surface water management district. Those
responsibilities include diverting storm water runoff, controlling
ponds, managing discharges and other drainage issues.
71
CITY OF CHANHASSEN
2011 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 135 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
2011 BUDGET
ENTERPRISE FUNDS
700 Water Operations
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
REVENUE
2,500,000
CHARGES FOR CURRENT SERVICES
3661 Water Usage
3662 Utility Penalties
3664 Sale of Meters & Parts
3666 Bulk Water Sales
3806 Hook Up Fees
TOTAL CURRENT SERVICES
OTHER REVENUE
3801 Interest Earnings
3903 Refunds /Reimbursements
TOTAL OTHER REVENUE
TOTAL REVENUE
2,584,114 2,500,000 2,550,000 2.0%
70,370 65,000 65,000 0.0%
31,976 50,000 30,000 40.0 %)
2,710 5,000 100.0%
824,212 500,000 600,000 20.0%
3,513,382 3,115,000 3,250,000 4.3%
62,407 300,000 80,000 (73.3 %)
744 50,000 5,000 (90.0 %)
63,151 350,000 85,000 (75.7 %)
3,576,532 3,465,000 3,335,000
REVENUE OVER/(UNDER) EXPENDITURES 2,166,766 2,142,600 1,911,000
73
3.8 %)
CITY OF CHANHASSEN
2011 BUDGET
ENTERPRISE FUNDS
700 Water Operations
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC)
4010 Salaries & Wages -Reg 358,611 345,000 362,000 4.9%
4011 Overtime -Reg 17,473 25,000 20,000 20.0 %)
4012 Stand -By Pay 6,408 7,000 7,000 0.0%
4020 Salaries & Wages -Temp 15,170 15,000 16,000 6.7%
4021 Overtime -Temp 119 0.0%
4030 Contributions - Retirement 53,879 52,000 55,000 5.8%
4040 Contributions - Insurance 48,693 52,000 52,000 0.0%
4050 Workers Compensation 30,456 27,000 32,500 20.4%
4060 Unemployment 3,266 0.0%
TOTAL PERSONAL SERVICES 534,075 523,000 544,500 4.1%
4120 Supplies- Equipment 9,921 10,000 10,000 0.0%
4130 Supplies- Program 18 100 100 0.0%
4140 Supplies - Vehicles 2,731 6,000 5,000 16.7 %)
4150 Maintenance Materials 21,348 20,000 20,000 0.0%
4160 Chemicals 117,080 110,000 120,000 9.1%
4170 Motor Fuels & Lubricants 10,329 22,000 15,000 31.8 %)
4210 Books & Periodicals 67 200 200 0.0%
4240 Uniforms & Clothing 1,876 1,800 2,100 16.7%
4250 Merchandise for Resale 56,768 60,000 100,000 66.7%
4260 Small Tools & Equipment 2,830 2,800 2,800 0.0%
TOTAL MATERIALS & SUPPLIES 222,966 232,900 275,200 18.2%
4300 Fees, Services 18,141 38,000 30,000 21.1 %)
4301 Auditing 6,000 6,000 6,000 0.0%
4310 Telephone 8,989 15,000 10,000 33.3 %)
4320 Utilities 235,557 230,000 238,000 3.5%
4330 Postage 8,389 7,000 6,500 7.1%)
4340 Printing & Publishing 1,619 4,000 2,000 50.0 %)
4350 Cleaning & Waste Removal 123 600 300 50.0 %)
4360 Subscriptions & Memberships 576 400 500 25.0%
4370 Travel & Training 2,493 3,000 3,500 16.7%
4410 Rental- Equipment 1,406 1,500 1,500 0.0%
4440 License & Registration 132 300 300 0.0%
4483 Insurance - General Liability 13,000 13,000 13,000 0.0%
4509 Remit to Other Agencies 78,884 60,000 80,000 33.3%
4510 Repair & Maintenance - Building 5,677 6,000 6,000 0.0%
4520 Repair & Maintenance - Vehicles 241 1,000 1,000 0.0%
4530 Repair & Maintenance -Equip 47,468 20,000 35,000 75.0%
4550 Repair & Maintenance -Water 86,607 75,000 80,000 6.7%
4552 Emergency Repairs -Water 136,572 80,000 90,000 12.5%
4701 Land & Improvements 163 0.0%
4807 Property Tax Expense 5,000 100.0 %)
4933 Sales Tax 689 700 700 0.0%
TOTAL CONTRACTUAL SERVICES 652,725 566,500 604,300 6.7%
TOTAL WATER OPERATIONS 1,409,766 1,322,400 1,424,000 7.7%
74
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75
CITY OF CHANHASSEN
2011 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 123 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 $1,520,000. This item is the
payment to the MCES for treatment of the sanitary sewer flows.
Utilities: This item pays for the power to run the lift stations within the City.
Repair and Maintenance of Sewers: This item pays for the maintenance and upkeep of
the sewer system and lift stations.
76
CITY OF CHANHASSEN
2011 BUDGET
ENTERPRISE FUNDS
701 Sewer Operations
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
REVENUE
2,300,000
CHARGES FOR CURRENT SERVICES
3660 Sewer Customers
3662 Utility Penalties
3806 Hook -up Fees
3811 Sewer Surcharge
6.7 %)
TOTAL CURRENT SERVICES
OTHER REVENUE
3801 Interest Earnings
3903 Refunds /Reimbursements
TOTAL OTHER REVENUE
TOTAL REVENUE
2,304,128 2,300,000 2,350,000 2.2%
61,458 50,000 60,000 20.0%
308,587 225,000 210,000 6.7 %)
12,525 25,000 15,000 40.0 %)
2,686,698 2,600,000 2,635,000 1.3%
28,810 75,000 50,000 33.3 %)
1,774 1,000 1,000 0.0%
30,584 76,000 51,000 32.9 %)
2,717,283 2,676,000 2,686,000 0.4%
REVENUE OVER/(UNDER) EXPENDITURES 661,118 678,900 522,700
77
CITY OF CHANHASSEN
2011 BUDGET
ENTERPRISE FUNDS
701 Sewer Operations
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC /(DEC)
4010 Salaries & Wages -Reg 234,143 235,000 238,000 1.3%
4011 Overtime -Reg 8,209 10,000 10,000 0.0%
4012 Stand -By Pay 6,408 6,500 6,500 0.0%
4020 Salaries & Wages -Temp 14,245 16,000 16,000 0.0%
4021 Overtime -Temp 158 0.0%
4030 Contributions - Retirement 35,617 37,000 38,000 2.7%
4040 Contributions - Insurance 30,313 32,000 32,000 0.0%
4050 Workers Compensation 2,889 4,000 4,000 0.0%
4060 Unemployment 3,266 0.0%
TOTAL PERSONAL SERVICES 335,248 340,500 344,500 1.2%
4120 Supplies- Equipment 9,490 6,800 7,500 10.3%
4130 Supplies- Program 116 0.0%
4140 Supplies - Vehicles 968 1,000 1,000 0.0%
4150 Maintenance Materials 11,035 4,000 8,000 100.0%
4160 Chemicals 612 3,000 3,000 0.0%
4170 Motor Fuels & Lubricants 8,961 20,000 15,000 25.0 %)
4210 Books & Periodicals 20 200 200 0.0%
4240 Uniforms & Clothing 1,694 2,000 2,000 0.0%
4260 Small Tools & Equipment 2,923 2,800 2,800 0.0%
TOTAL MATERIALS & SUPPLIES 35,819 39,800 39,500 0.8 %)
4300 Fees, Services 11,987 30,000 25,000 16.7 %)
4301 Auditing 6,000 6,000 6,000 0.0%
4310 Telephone 6,656 7,000 7,000 0.0%
4320 Utilities 74,076 70,000 78,000 11.4%
4330 Postage 5,911 7,000 7,000 0.0%
4340 Printing & Publishing 1,619 2,000 1,800 10.0 %)
4350 Cleaning & Waste Removal 200 200 0.0%
4360 Subscriptions & Memberships 400 400 400 0.0%
4370 Travel & Training 3,392 3,000 3,200 6.7%
4410 Rental- Equipment 1,500 500 66.7 %)
4440 License & Registration 48 200 200 0.0%
4483 Insurance - General Liability 13,000 13,000 13,000 0.0%
4509 Remit to Other Agencies 1,311,819 1,370,000 1,520,000 10.9%
4510 Repair & Maintenance - Building 4,458 3,500 4,000 14.3%
4520 Repair & Maintenance - Vehicles 227 1,000 1,000 0.0%
4530 Repair & Maintenance -Equip 13,251 12,000 12,000 0.0%
4551 Repair & Maintenance -Sewer 73,278 75,000 75,000 0.0%
4553 Emergency Sewer Repairs 158,297 15,000 25,000 66.7%
4701 Land & Improvements 163 0.0%
4933 Sales Tax 517 0.0%
TOTAL CONTRACTUAL SERVICES 1,685,097 1,616,800 1,779,300 10.1%
TOTAL SEWER OPERATIONS 2,056,164 1,997,100 2,163,300 8.3%
78
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79
CITY OF CHANHASSEN
2011 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 2011 are 5.1 % less than the 2010 budget.
Future Trends
As a part of the update of the Surface Water Management Plan, the City has identified high -
priority areas. These priorities are reflected in the capital improvement projects. Additional
priorities have been established to comply with section 103D of the Clear Water Act including
NPDES and non - degradation requirements.
Outcomes
The budget provides the salary and wages for three (3) full -time positions including the Water
Resources Coordinator, Environmental Resources Coordinator, and Natural Resources
Technician.
Activities include all those related to Forestry, Natural Resources and Water Resources. These
activities include:
Staff to the Environmental Commission
Recycling
Forestry
Arbor Day
Community Gardens
Stormwater Management including drainage complaints
Wetland Permitting
Erosion and sediment control inspection and enforcement
NPDES/MS4 Compliance
TMDL Requirements
f
CITY OF CHANHASSEN
2011 BUDGET
ENTERPRISE FUNDS
720 Surface Water Management Fund
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(D C
REVENUE
470,000
PERMITS
10.6%
3328 Wetland Alteration
TOTAL PERMITS
CHARGES FOR CURRENT SERVICES
3660 Sewer Customers
3662 Utility Penalties
3806 Connection Charges
13.2 %)TOTAL CURRENT SERVICES
OTHER REVENUE
3801 Interest Earnings
3903 Refunds and Reimbursements
TOTAL OTHER REVENUE
TOTAL REVENUE
REVENUE OVER/(UNDER) EXPENDITURES
226 1,000 300 (70.0 %)
226 1,000 300 (70.0 %)
500,576 470,000 520,000 10.6%
12,185 10,000 14,000 40.0%
24,965 250,000 100,000 60.0 %)
537,726 730,000 634,000 13.2 %)
23,444 150,000 60,000 60.0 %)
70 0.0%
23,514 150,000 60,000 60.0 %)
561,466 881,000 694,300 21.2 %)
270,204 474,800 309,000
CITY OF CHANHASSEN
2011 BUDGET
ENTERPRISE FUNDS
720 Surface Water Management Fund
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4010 Salaries & Wages -Reg 123,527 126,200 129,200 2.4%
4020 Salaries & Wages -Temp 10,000 8,000 20.0 %)
4030 Contributions - Retirement 16,968 18,200 18,200 0.0%
4040 Contributions - Insurance 18,166 19,000 21,000 10.5%
4050 Workers Compensation 326 900 500 44.4 %)
TOTAL PERSONAL SERVICES 158,986 174,300 176,900 1.5%
4120 Supplies- Equipment 939 5,000 2,000 60.0 %)
4130 Supplies- Program 5,857 5,000 7,500 50.0%
4150 Maintenance Materials 13,481 25,000 10,000 60.0 %)
4210 Books and Periodicals 100 100 0.0%
4240 Uniforms & Clothing 100 100 0.0%
TOTAL MATERIALS & SUPPLIES 20,277 35,200 19,700 44.0 %)
4300 Fees, Services 99,379 175,000 175,000 0.0%
4301 Auditing 8,000 8,000 8,000 0.0%
4310 Telephone and Communications 491 600 600 0.0%
4340 Printing & Publishing 25 1,000 100 90.0 %)
4360 Subscriptions & Memberships 1,060 1,800 1,200 33.3 %)
4370 Travel & Training 1,427 4,500 2,000 55.6 %)
4380 Mileage 300 300 0.0%
4410 Rental- Equipment 4,000 100.0 %)
4483 Insurance - General Liability 1,500 1,500 1,500 0.0%
4933 Sales Tax 117
TOTAL CONTRACTUAL SERVICES 111,998 196,700 188,700 4.1 %)
TOTAL EXPENDITURES 291,262 406,200 385,300 (5.1 %)
MN
CITY OF CHANHASSEN
2011 BUDGET
ENTERPRISE FUNDS
720 Surface Water Management Fund
7201 Recycling
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
REVENUE
INTERGOVERNMENTAL REVENUE
3520 Grants - County 4,270 1,500 4,000 166.7%
TOTAL INTERGOVERNMENTAL REV 4,270 1,500 4,000 166.7%
CHARGES FOR CURRENT SERVICES
3650 Sale of Recyclables 12 0.0%
TOTAL CURRENT SERVICES 12 0.0%
TOTAL REVENUE 4,282 1,500 4,000 166.7%
REVENUE OVER/(UNDER) EXPENDITURES 33,902)50,800)36,900)
CITY OF CHANHASSEN
2011 BUDGET
ENTERPRISE FUNDS
720 Surface Water Management Fund
7201 Recycling
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4010 Salaries & Wages -Reg 21,926 21,800 22,300 2.3%
4030 Contributions - Retirement 2,990 3,200 3,200 0.0%
4040 Contributions - Insurance 4,804 4,900 5,100 4.1%
4050 Workers Compensation 67 200 100 50.0 %)
TOTAL PERSONAL SERVICES 29,787 30,100 30,700 2.0%
4130 Supplies- Program 1,467 4,500 2,000 55.6 %)
4210 Books and Periodicals 100 100 0.0%
4260 Small Tools & Equipment 100 100 0.0%
TOTAL MATERIALS & SUPPLIES 1,467 4,700 2,200 53.2 %)
4300 Fees, Services 5,416 15,000 6,000 60.0 %)
4340 Printing & Publishing 1,340 1,700 1,700 0.0%
4350 Cleaning and Waste Removal 500 100.0 %)
4360 Subscriptions & Memberships 174 200 200 0.0%
4370 Travel & Training 100 100 0.0%
TOTAL CONTRACTUAL SERVICES 6,929 17,500 8,000 54.3 %)
TOTAL RECYCLING 38,184 52,300 40,900 (21.8 %)
ffln
CITY OF CHANHASSEN
2011 BUDGET
ENTERPRISE FUNDS
720 Surface Water Management Fund
7202 Reforestation
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
REVENUE
INTERGOVERNMENTAL REVENUE
3533 Grants -Other
TOTAL INTERGOVERNMENTAL REV
CHARGES FOR CURRENT SERVICES
3640 Community Garden Plot Rental
3650 Sale of Recyclables
3903 Refunds and Reimbursements
TOTAL CURRENT SERVICES
TOTAL REVENUE
REVENUE OVER/(UNDER) EXPENDITURES
0.0%
0.0%
1,800 20.0%
2,000 33.3%
0.0%
3,800 26.7%
1,855 1,500
2,044 1,500
3,824 -
7,723 3,000
7,723 3,000 3,800
61,594) (77,200) (72,800)
M.
26.7%
CITY OF CHANHASSEN
2011 BUDGET
ENTERPRISE FUNDS
720 Surface Water Management Fund
7202 Reforestation
2010 to
2009 2010 2011 2011
ACCOUNT DESCRIPTION ACTUAL BUDGET BUDGET % INC/(DEC)
4010 Salaries & Wages -Reg 21,926 21,800 22,300 2.3%
4030 Contributions - Retirement 2,990 3,200 3,200 0.0%
4040 Contributions - Insurance 4,804 4,900 5,100 4.1%
4050 Workers Compensation 67 200 100 50.0 %)
TOTAL PERSONAL SERVICES 29,786 30,100 30,700 2.0%
4130 Supplies- Program 4,752 6,000 5,000 16.7 %)
TOTAL MATERIALS & SUPPLIES 4,752 6,000 5,000 16.7 %)
4300 Fees, Services 32,470 40,000 38,000 5.0 %)
4320 Utilities /Community Garden 1,554 1,900 1,600 15.8 %)
4340 Printing & Publishing 1,100 500 54.5 %)
4360 Subscriptions & Memberships 207 100 200 100.0%
4370 Travel & Training 485 1,000 600 40.0 %)
4933 Sales Tax 61 0.0%
TOTAL CONTRACTUAL SERVICES 34,778 44,100 40,900 7.3 %)
TOTAL REFORESTATION 69,317 80,200 76,600 (4.5 %)
APPENDIX
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City of Chanhassen
Public Purpose Expenditure Policy
Every City of Chanhassen expenditure must be valid based upon the public purpose for which it
is purchased and the specific or implied authority found in State Law.
The following are deemed to meet the Council definition of public purpose expenditures:
MEETING FOOD/MEALS
The City Council recognizes that situations in which City business needs to be discussed can and
do occur during meal hours (i.e. luncheon meetings). In addition, there are public and employee
meetings and events in which reasonable refreshments may add to the success of the meeting
and/or event and create a more productive work force. The following items are deemed to meet
the Council definition of public purpose expenditures in regards to food and meals.
1. Meals and refreshments are allowed at City meetings and events that have a purpose of
discussing City issues. These meetings would normally have a pre - planned agenda and occur
during normal meal hours.
2. Meals and refreshments are allowed at employee meetings and events that have a purpose of
discussing City issues or are a part of an employee training. These meetings would also
normally have a pre - planned agenda. This does not include routine staff meetings.
3. Meals and refreshments are allowed when they are part of a breakfast /lunch/dinner meeting
for official city business when it is the only practical time to meet. Usually these meals
involve meeting with City councilmembers, committee /commission members, or local
business /fraternal organizations.
4. During official meetings of the City Council, council committees, advisory
boards /commissions, and taskforces.
5. Meals purchased by an employee, councilmember, or agent while at a conference or other
training event may be reimbursed by the City provided that an appropriate receipt is
provided. Such receipt must be itemized and include who the meal was purchased for, and
will specify what was included in the purchase.
6. Reimbursable travel expenses for employees or councilmembers are outlined in the City of
Chanhassen Personnel Policy.
7. The City will not purchase or reimburse any employee, councilmember, or agent for the
purchase of intoxicating liquor or malt beverages.
we
The costs of these meals are included within individual department's budgets. These budgets are
approved annually by the City Council as a part of the overall budget approval process which
includes a public hearing on the proposed budget.
MEMBERSHIPS AND DUES
The City Council has determined that the City will fund memberships and dues in professional
organizations and City social and community organizations when the purpose is to promote,
advertise, improve or develop the City's resources and advantages and not solely for personal
interest or gain.
The cost of these memberships and dues are included within individual department's budgets.
These budgets are approved annually by the City Council as a part of the overall budget approval
process which includes a public hearing on the proposed budget.
EMPLOYEE REGOGNITION PROGRAM
The City of Chanhassen City Council recognizes the hard work and service performed by the
employees of the City of Chanhassen through a formal Employee Recognition Program. The
City Council believes the benefits of attracting, retaining and motivating employees through an
Employee Recognition Program support employee job satisfaction, which in turn impacts
cooperation and productivity. The result is to provide excellent public and customer service to
better serve the interests of the citizens of the community.
The Employee Recognition Program is considered "additional compensation" for work
performed by employees but is entirely dependent on receiving funding from year -to -year.
1. Service recognition awards shall be given to all regular and full -time employees who have
completed continuous years of service. The following awards have been established:
a. Five (5) years - $ 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
M
if approved by the City Manager or his /her designee, employees will not be required to use
vacation or compensatory time for such events.
4. The City Manager has the authority to approve other forms of recognition including issuance
of flex time or compensatory time as he or she sees appropriate.
CREDIT CARD USE
The use of credit cards by any employee otherwise authorized to make purchases on behalf of the
City is permitted, provided that purchases made by credit card must comply with all statutes,
rules, and/or Council policy applicable to City purchases. The use of City credit cards shall be
limited to purchases on behalf of the City and no other purpose.
CELLULAR TELEPHONES
Practice
The City recognizes that technology is advancing and cellular telephones are becoming a part of
City equipment assigned to certain City employees. In recognition of that fact, the City has
adopted a practice governing the use of cellular telephones.
The development of this practice will encourage the wise use of available technology for the
benefit of citizens in order to deliver City services in an efficient and cost - effective manner. It
will also establish guidelines for the appropriate and efficient use of cellular telephones by City
personnel.
Guidelines
The City may purchase cellular telephones for employees who have a business necessity to
telephone others and receive calls while outside of City buildings, or for employees' personal
safety. Cellular telephones are City equipment and are to be used by authorized employees to
conduct business in a professional manner. Employees are responsible for the proper care and
handling of all City equipment in their possession.
Cellular numbers shall not be given out to the general public except by the employee assigned
that number.
Calls will be limited to those that are necessary in order to perform assigned duties based upon
circumstances at that time. Calls that are not urgent will be made by other means. All calls will
be held to the shortest duration possible. Elaborate conversations will be held in person or by
other means.
City employees having access to assigned City -owned cellular telephones during non - business
hours may make necessary personal telephone calls during non - business hours. In return for the
City paying for the basic calling plan, the employee will be required to be available 24 hours a
day, 7 days a week for emergency contact, providing the dollar value of calls does not exceed the
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monthly calling plan rate charged for that particular cellular telephone. Personal use of City -
owned cellular telephones should be kept to an absolute minimum during business hours. If the
calling plan rate is exceeded because of personal calls made during business and /or non - business
hours, the employee shall reimburse the City the dollar value of personal calls that exceed the
calling plan rate. Calling plans shall be selected based on the City's needs and shall not be
adjusted to accommodate personal use by the employee.
Employees must also reimburse the City for all personal cellular calls made where a toll or fee is
charged.
Compliance
On a monthly basis, cellular telephone bills from each cellular telephone will be submitted to the
Finance Department. If the dollar value of calls does exceed the monthly cellular plan rate, a
summary of personal calls shall be attached to the bill and will include the date of the call, the
time, the number to which the call was made and the signature of the employee who made the
call. Also, a monthly reimbursement form for each cellular telephone (if necessary) will be
submitted to the Department Head. The employee should attach a personal check made payable
to the City of Chanhassen for reimbursement of personal calls made over the calling plan rate.
The Department Head will then:
1. Compare cellular telephone bills against this practice, and
2. Forward the cellular phone bill to the Finance Department.
Safety
In the interest of safety, if calls are made inside a vehicle, employees are encouraged to bring
vehicle to a complete stop when answering cellular calls. All outgoing calls, whenever practical,
should be made with the vehicle in a stationary position. Hands -free devices shall be used when
available.
Cautionary Note
Employees should be cognizant that cellular telephone communications are not a secure form of
communication. Sensitive information should be conveyed through a more secure form of
communication.
Assignment of Department Cellular Telephones
Department Heads or the City Manager must pre - approve all calling plans based on departmental
needs.
Adopted by the Chanhassen City Council on November 25, 2002.
01A
Purchasing Policy
City of Chanhassen, Minnesota
Adopted on
February 10, 2003
Amended on
July 14, 2003
June 26, 2006
July 14, 2008
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Section 1. Purchasing Guidelines
1.1 Goals and Objectives
This purchasing manual was created to:
Clarify and reconcile the sometimes confusing requirements of state purchasing
law, departmental procedures, and the finance department processes.
Provide a comprehensive resource book for staff to be effective and efficient
when making purchases.
Standardize purchasing and payment methods to expedite the purchasing
process.
The standards in this manual are minimum standards to ensure fiscal responsibility.
Departments may set more restrictive procedures to meet their own budgetary
accountability.
1.2 ADA Compliance
The City of Chanhassen is subject to the provisions of the Americans with Disabilities
Act (ADA). The Chanhassen City Council adopted an ADA compliance plan which
outlines how the city complies with the Act. In general, the city will consider the needs of
people with disabilities as it purchases equipment and configures work and public
areas.
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Section 1. Purchasing Guidelines
1.3 Quick Reference Guide
Value of Purchase Quotations Needed Payment Request 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 IYes
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.
W .
Section 2. Purchasing Practices
2.1 Ethics / Relations with Vendors
The City of Chanhassen holds its employees to the highest ethical standards.
Purchases shall be conducted so they foster public confidence in the integrity of the
city's procurement system, and open and free competition among prospective suppliers
In keeping with this value, employees should avoid the following practices when making
purchases on behalf of the city:
Circumventing competitive bidding requirements.
Examples of this include:
Splitting purchases so that they can be made through several small purchases.
Using the emergency procedure process when no true emergency exists.
Using a 'sole source' exemption when competition is available.
Denying one or more vendors the opportunity to bid on a contract
Examples of this include:
Using unnecessarily restrictive specifications.
Pre- qualifying bidders on a discriminatory basis.
Removing companies from a bidders list without just cause.
Requiring unnecessarily high bonding.
Giving favored vendors an unfair advantage.
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 §471.895 prohibits government employees from receiving
gifts except where they are included as part of the cost of a product, good, or
service provided (such as a meal provided as part of a conference).
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
Purchase white and pastel - colored copy paper — dark colors, plastic windows,
and padding make envelopes harder to recycle
Printing Services
Low volatile organic compounds - choose a printer that uses low -VOC water -
based or agri -based inks and press chemicals
Inks - avoid inks containing heavy metals such as barium, copper! and zinc.
Colors to avoid include fluorescent colors, warm red, and metallics
Glue, Coatings, and Foil Stamping - use glueless bindings and uncoated paper
when possible. Avoid foil stamping and heavy ink coverage
Office Machines
Copiers - save paper with copiers that feature automatic duplexing and multi -page
printing. Purchase remanufactured copiers and models that can use remanufactured
toner cartridges
Computers and Monitors - choose models that can be easily upgraded
Printers - when possible, choose printers with duplex units to save paper. Look
for models that are certified as star compliant (can cut energy use by more than
65 %)
Printer Toner Cartridges - purchase remanufactured toner cartridges from
suppliers that will reuse spent cartridges
Vehicles
Motor Oil - purchase re- refined oil when possible
Antifreeze - purchase extended life antifreeze that is designed to last five
years /150,000 miles or longer
Fuel - the use of 85% ethanol blended fuels (E85) reduces carbon monoxide and
ozone - producing emissions
Plastic Lumber and Treated Wood
Plastic Lumber - alternative to chemically treated wood
Treated Wood - purchase only AGO treated wood
Office Cleaners
Reusable, Returnable Packaging - purchase cleaners in concentrates
Plastic Waste Bags - purchase bags that are made from recycled materials
Paint
Latex Paint - purchase latex paint rather than oil -based paint. Paint should be
10% to 100% post - consumer content
Carpet
Purchase recycled rubber- backed carpet tiles that can be replaced as they wear
Office Furniture and Panels
Remanufactured Furniture - Purchase remanufactured furniture when possible.
When purchasing new furniture, look for recycled content including metal, PVC
and other plastics, pressboard, and fabric
Section 3. Authorization
The City of Chanhassen has a decentralized purchasing program where individual
departments are responsible for making their own purchases. There are a few
exceptions including the supplies maintained in the office supply closet, paper and
stationery products, and modular furniture and chairs. The front desk receptionists will
assist staff members who need help with research or purchase of items in cases where
staff are not familiar with particular products.
Payment Authorization Process
Determine the need for commodities and services.
2. Research the cost of the purchase and determine proper purchasing alternative.
3. Determine the appropriate account coding and whether there is sufficient funds
available in that budget line item.
4. Forward request to department director or designee for approval. If purchase
exceeds $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 already
negotiated by the State of Minnesota.
The finance department has access to the releases and listings of
products /services that can be purchased on state contract.
If it is determined that a product/service is on a state contract vendors should be
told that the purchase will be made using that contract. When completing the
purchasing paperwork, note that the purchase is per state contract and indicate the
contract number.
4.3 Quotes
If a purchase is estimated to exceed $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: Staffshould 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 ` Extranet" available on their web site as an
alternative to credit card payment. If it is, log on to the Extranet where purchases
may be made using a password. Payment terms are specified by the city
employee at that time. This is the preferred method.
When using a credit card, follow the standard purchasing guidelines that are
used when paying by credit card on the telephone. It is generally safe to use a
credit card on the Internet, but be cautious - see the first item in this subsection.
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
pay or 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 authorization 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.
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.
105
5.8 Petty Cash
Used for reimbursement to employees for items $100 or less for expenditures
made on behalf of the city.
An expense voucher must be completed, with a receipt attached, with proper
departmental authorization obtained prior to reimbursement.
Employee must provide a signature for reimbursement from the finance
department.
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 because vendors do not allow open accounts.
The cards will be issued to departments with transaction and balance limits. No cash
advances are allowed on the credit cards.
The responsible person will review the credit card statement each month and code each
expenditure, which needs to be signed by the department director and forwarded to the
finance department.
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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 monthly 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.
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Section 6. Agreement Processing
Agreement Forms
Agreements need to be reviewed by the city attorney unless they follow a previously
used format such as Contracts for Private Redevelopment. However, if attachments to
the agreement modify the agreement or provide new terms, the agreement should be
reviewed by the city attorney. The city attorney's review must occur prior to submission
for a council agenda and /or signatures.
The city attorney must review an agreement if it is written on the other party's
form, or if a special agreement is being drafted.
Please note: These provisions apply to ALL agreements, including maintenance
agreements, service contracts, etc.
Authorization Levels
The city manager is authorized to sign agreements up to $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.
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Section 7. Capital Outlay And Fixed Assets
7.1 Capitalization Threshold
Capital outlay purchases are for items costing more than $5,000, area 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 capital
replacement schedule when applicable.
7.3 Tracking and Transfer
Once the asset is recorded on the city's financial accounting system, it is the
responsibility of the assigned department to notify the finance department of any assets
that have been transferred to a different department. This needs to be done by filling out
a 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 assigned
assets. This count will be done at or near the end of the calendar year. Each
department will be provided a list of assigned assets by the finance department. The
count will then be made by the department with any discrepancies noted on the list
provided.
7.5 Deletion or Disposal of Fixed Assets
When an asset is sold or disposed of the assigned department must complete a fixed
asset form with the required information in order for the finance department to remove
the asset from the financial accounting system. This includes items that are disposed of
with no sale or trade value. Once again disposals should follow the capital replacement
policy of the city.
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Section 8. Disposal of Surplus Property
8.1 Auction
The city disposes of surplus equipment through public sale in accordance with council
policy. Throughout the year the city collects items to be sold at public auction and sends
them to an auctioneer with a description and number of items to be sold, and makes
arrangements for those items to be transported.
The auction house will forward a tabulation of the bids received along with payment.
The information is reviewed by the equipment manager and then the payment is
forwarded to the finance department.
A 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
less than $100;
There may be costs associated with recycling or disposal of certain computer
equipment such as CRTs in which case purchasing guidelines should be
followed.
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