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2014 Budget Table of Contents Budget Overview Authorizing Resolution ............................................................................................................. 1 Tax Levy ........................................................................................................................................... 3 Employee Count ........................................................................................................................... 5 General Fund Expenditures ..................................................................................................... 7 General Fund Revenues ............................................................................................................ 8 General Fund General Government Legislative ......................................................................................................................... 10 Administration ............................................................................................................... 12 Finance ............................................................................................................................... 14 Legal .................................................................................................................................... 16 Property Assessment ................................................................................................... 18 Management Information Systems (MIS) ........................................................... 20 City Hall ............................................................................................................................. 22 Elections ............................................................................................................................ 24 Library Building ............................................................................................................. 26 Public Safety Police Administration .................................................................................................. 28 Fire Prevention and Administration ..................................................................... 30 Code Enforcement ......................................................................................................... 32 Community Service ....................................................................................................... 34 Public Works Engineering ...................................................................................................................... 36 Street Maintenance ....................................................................................................... 38 Street Lighting and Signals ........................................................................................ 40 Fleet Department .......................................................................................................... 42 Community Development Planning Commission .................................................................................................. 44 Planning Administration ............................................................................................ 46 Senior Commission ....................................................................................................... 48 Parks and Recreation Park and Recreation Commission .......................................................................... 50 Park and Recreation Administration .................................................................... 52 Recreation Center ......................................................................................................... 54 Lake Ann Park Operations ......................................................................................... 56 Park Maintenance ......................................................................................................... 58 Senior Citizens Center ................................................................................................. 60 Recreation Programs ................................................................................................... 62 Self-Supporting Programs ......................................................................................... 64 Recreation Sports .......................................................................................................... 66 Special Revenue Funds ................................................................................................. 69 10% Charitable Contribution ................................................................................... 70 Cable TV ............................................................................................................................. 72 Enterprise Funds ............................................................................................................... 75 Water Utility .................................................................................................................... 76 Sewer Utility .................................................................................................................... 82 Surface Water Management ..................................................................................... 86 Appendix Public Purpose Expenditure Policy ................................................................. 105 Purchasing Policy ............................................................................................................ 109 CITY OF CHANHASSEN CARVER AND HENNEPIN COUNTIES,MINNESOTA DATE: December 9,2013 RESOLUTION NO: 2013-62 MOTION BY: McDonald SECONDED BY: Tjornhom A RESOLUTION ADOPTING THE 2014 BUDGET AND CIP,AND ESTABLISHING TAX LEVIES FOR 2013,COLLECTIBLE IN 2014 WHEREAS,the City Council has examined the budgetary and tax levy needs for Chanhassen for the calendar year 2014 through detailed public budget meetings; and WHEREAS,the Public Budget meeting was held on December 2nd 2013,to receive public input into the budget and tax levy for 2014; NOW,THEREFORE,BE IT RESOLVED by the City Council of the City of Chanhassen that the 2014 Budget for the City of Chanhassen is adopted with revenue and expenditure amounts for the General Fund of$9,928,949, Special Revenue Funds of$30,000, and$144,300, respectively which are detailed in the 2014 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$10,334,140 for 2014; and BE IT FURTHER RESOLVED that the City Council of the City of Chanhassen adopts a tax levy of$800,000 for the purpose of equipment upgrades and purchases for 2014; 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 2014-2018 in the total amount of$161,787,110. BE IT FURTHER RESOLVED that the City of Chanhassen authorizes the County Auditor to levy the amounts shown on the attached Tax Levy Certification document upon taxable property in the City of Chanhassen in 2013 for collection in 2014, as set forth in the attached Tax Levy Certification document. Passed and adopted by the Chanhassen City Council this 9th day of December,2013. ATTEST: cl 764*• ..4 Todd Gerhardt, City Manager Thomas A. Furlong, Mayor YES NO ABSENT Furlong Ernst None Laufenburger McDonald Tjornhom 2013 2014 % Change Operational & Capital Levies General Fund 7,476,700$ 7,629,950$ Capital Replacement 800,000 800,000 MSA (Sealcoating) 200,000 185,000 Total Operational & Capital Levies 8,476,700$ 8,614,950$ 1.63% Debt Levies General Obligation Debt (212 Bonds) 550,000$ 233,800$ Audubon 130,680 444,410 Public Works Facility 593,200 592,100 Library Referendum 445,310 448,880 Total Debt Levies 1,719,190$ 1,719,190$ 0.00% Total All Levies 10,195,890$ 10,334,140$ 1.36% 2014 Tax Levy 3 This page intentionally left blank. 4 Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget Administration 4.55 4.55 4.55 4.55 Finance 2.80 2.80 2.80 2.80 Management Information Systems 2.00 2.00 2.00 2.00 City Hall 1.00 1.00 1.00 1.00 Police Administration .80 .80 .80 .80 Fire Prevention and Administration 2.25 2.25 2.25 2.25 Code Enforcement 7.00 7.00 7.00 7.00 Community Service 1.50 1.50 1.50 1.50 Engineering 6.25 6.25 6.25 6.25 Street Maintenance 8.25 8.25 8.25 8.25 Fleet Department 3.25 3.25 3.25 3.25 Planning Administration 3.50 3.50 3.50 3.50 Senior Commission .25 .25 .25 .25 Park and Recreation Administration 1.00 1.00 1.00 1.00 Recreation Center 1.00 1.00 1.00 1.00 Park Maintenance 7.25 7.25 7.25 7.25 Senior Citizens Center .70 .70 .70 .70 Recreation Programs 1.60 1.60 1.60 1.60 Self-Supporting Programs .40 .40 .40 .40 Cable TV 1.25 1.25 1.25 1.25 Water Utility 5.325 5.325 5.325 5.325 Sewer Utility 4.325 4.325 4.325 4.325 Surface Water Management Fund 2.85 2.85 2.85 2.85 Total 69.10 69.10 69.10 69.10 5 This page intentionally left blank. 6 Personal Materials Contractual Capital 2014 2013 %2012 Services & Supplies Services Outlay Total Total Change Actual General Government 1110 Legislative 32,300 - 77,000 - 109,300 102,100 7.05%106,767 1120 Administration 452,000 200 56,549 - 508,749 496,600 2.45%459,983 1130 Finance 243,900 200 51,700 - 295,800 282,500 4.71%285,177 1140 Legal - - 148,000 - 148,000 155,000 -4.52%135,086 1150 Property Assessment - - 130,000 - 130,000 124,900 4.08%128,308 1160 MIS 192,000 30,700 41,900 - 264,600 263,700 0.34%260,954 1170 City Hall 76,400 44,100 287,100 - 407,600 413,300 -1.38%386,607 1180 Elections 22,500 3,500 12,200 - 38,200 35,100 8.83%50,981 1190 Library Building - 3,000 111,200 - 114,200 120,600 -5.31%102,549 *Total 1,019,100 81,700 915,649 - 2,016,449 1,993,800 1.14%1,916,410 Law Enforcement 1210 Police Administration 70,200 3,000 1,602,800 - 1,676,000 1,591,200 5.33%1,468,760 1220 Fire Prevention & Admin 540,900 48,900 165,100 - 754,900 757,300 -0.32%769,188 1250 Code Enforcement 628,200 4,500 14,100 - 646,800 627,500 3.08%607,831 1260 Community Service 59,600 3,800 7,600 - 71,000 77,900 -8.86%67,600 *Total 1,298,900 60,200 1,789,600 - 3,148,700 3,053,900 3.10%2,913,378 Public Works 1310 Engineering 570,700 900 30,500 - 602,100 593,900 1.38%553,369 1320 Street Maintenance 704,700 114,600 30,600 - 849,900 847,500 0.28%813,500 1350 Street Lighting & Signals - 3,000 348,500 - 351,500 358,100 -1.84%356,515 1370 Fleet Department 277,500 211,100 62,700 5,500 556,800 533,200 4.43%524,626 *Total 1,552,900 329,600 472,300 5,500 2,360,300 2,332,700 1.18%2,248,010 Community Development 1410 Planning Commission - 200 3,800 - 4,000 4,200 -4.76%2,664 1420 Planning Administration 384,300 400 12,000 - 396,700 382,600 3.69%388,944 1430 Senior Commission 24,000 - 9,700 - 33,700 33,100 1.81%32,466 *Total 408,300 600 25,500 - 434,400 419,900 3.45%424,074 Park & Recreation 1510 Park & Rec Commission - 200 2,600 - 2,800 2,800 0.00%2,218 1520 Park & Rec Administration 138,400 600 6,700 - 145,700 141,100 3.26%139,838 1530 Recreation Center 214,400 44,000 82,400 - 340,800 339,600 0.35%311,436 1540 Lake Ann Park Operations 8,700 8,200 43,800 - 60,700 61,800 -1.78%70,402 1550 Park Maintenance 788,800 77,100 89,600 4,000 959,500 941,900 1.87%954,349 1560 Senior Citizens Center 49,800 3,300 19,900 - 73,000 73,600 -0.82%72,460 1600 Recreation Programs 181,200 19,500 95,500 - 296,200 296,400 -0.07%270,914 1700 Self-Supporting Programs 33,900 7,200 24,000 - 65,100 67,600 -3.70%59,811 1800 Recreation Sports 16,200 8,800 300 - 25,300 22,300 13.45%21,214 *Total 1,431,400 168,900 364,800 4,000 1,969,100 1,947,100 1.13%1,902,643 Total Operational Expenditures 5,710,600 641,000 3,567,849 9,500 9,928,949 9,747,400 1.86%9,404,515 Transfer for Roads - - - - **Total General Fund 9,928,949 9,747,400 1.86%9,404,515 Dollar Change from Previous Year 181,549 2014 General Fund Budget Expenditures 7 2011 2012 2013 2013 2014 Inc Over Account Description Actual Actual Budget Projected Budget PY Budget General Property Tax 3010 Current Property Tax 7,104,682 7,299,721 7,476,700 7,476,700 7,629,950 2.0% 3002 Allowance for Delinquent Taxes (240,731) (61,726) (200,000) (200,000) (150,000) 3011 Delinquent Property Tax 136,911 186,198 150,000 150,000 150,000 *Total General Property Tax 7,000,862 7,424,193 7,426,700 7,426,700 7,629,950 2.7% Licenses 3203 Dog Kennel 775 575 800 800 500 3205 Dog or Cat 50 - - - - 3213 Solicitor 1,075 600 1,000 1,000 1,000 3226 Liquor On and Off Sale 90,433 94,610 90,000 90,000 94,000 3230 Rental Housing Licenses 37,000 - - - - 3284 Rubbish 5,400 3,900 5,000 5,000 4,000 *Total Licenses 134,733 99,685 96,800 96,800 99,500 2.8% Permits 3301 Building 656,092 644,522 480,000 480,000 480,000 3302 Plan Check 310,802 311,597 220,000 220,000 220,000 3305 Heating & A/C 108,648 110,441 82,800 82,800 82,800 3306 Plumbing 87,553 83,803 65,000 65,000 65,000 3307 Trenching 43,062 43,485 30,000 30,000 30,000 3308 Hunting/Shooting 1,320 1,340 1,400 1,400 1,400 3309 Sprinkler 9,925 12,377 11,000 11,000 11,000 3311 Sign 4,830 6,995 6,500 6,500 6,500 3320 Stable 210 210 300 300 300 3330 Elec Permit App Forms 184 - - - - 2014 General Fund Budget Revenue 3330 Elec Permit App Forms 184 - - - - 3331 Firework's Application Fee 300 - - - - 3390 Misc. Permits 3,280 2,870 3,000 3,000 3,000 *Total Permits 1,226,206 1,217,640 900,000 900,000 900,000 0.0% Fines & Penalties 3401 Traffic & Ordinance Violation 121,196 115,729 125,000 125,000 120,000 3402 Vehicle Lockouts 1,400 1,250 2,500 2,500 2,500 3404 Dog/Cat Impound 3,885 2,993 4,000 4,000 - 3405 Other Fines and Penalties 90 25 - - - *Total Fines & Penalties 126,570 119,996 131,500 131,500 122,500 -6.8% Intergovernmental Revenue 3503 Reimbursement from School Dist.44,774 43,034 45,000 45,000 45,000 3509 Other Shared Taxes 129,297 130,421 125,000 125,000 130,000 3510 Grants-State 114,664 111,815 110,000 110,000 110,000 3520 Grants-County 10,000 - - - - 3533 Grants-Other 1,000 800 - - - *Total Intergovernmental Revenue 299,734 286,070 280,000 280,000 285,000 1.8% 8 2011 2012 2013 2013 2014 Inc Over Account Description Actual Actual Budget Projected Budget PY Budget Charges for Current Services 3601 Sale of Documents 996 304 1,500 1,500 500 3602 Use & Variance Permits 5,729 11,069 7,000 7,000 7,000 3603 Rezoning Fees - 550 500 500 500 3604 Assessment Searches 195 195 400 400 200 3605 Plat Recording Fees 573 4,942 2,000 2,000 2,000 3607 Election Filing Fees - 30 - - - 3613 Misc.-General Government 1,827 4,560 3,200 3,200 3,200 3614 Admin. Charge-2% Constr.19,338 62,225 25,000 25,000 25,000 3615 Admin. Charge-5% Street Re-Constr.- - 20,000 20,000 20,000 3615 Admin. Charge-5% Utility Projects - - - - - 3617 Engineering General 45 90 - - - 3619 Investment Management Fee 75,000 75,000 75,000 75,000 75,000 3629 Misc.-Public Safety 9,161 8,194 11,500 11,500 10,000 3630 Recreation Program Fees 38,523 39,923 40,000 40,000 40,000 3631 Recreation Center 211,484 210,565 220,000 220,000 218,000 3633 Park Equipment Rental 84 37 300 300 300 3634 Park Facility Usage Fee 14,015 14,525 14,000 14,000 14,000 3635 Watercraft Rental 5,433 7,942 5,000 5,000 7,000 3636 Self-Supporting Programs 58,481 55,315 65,000 65,000 60,000 3637 Senior Programs 23,407 33,414 30,000 30,000 34,000 3638 Food Concessions 10,513 11,825 12,000 12,000 12,000 3639 Misc.-Park & Rec.1,029 1,123 1,200 1,200 1,200 3641 Youth Sport Donation - - - - - 3642 Recreation Sports 29,974 34,822 31,000 31,000 35,000 3649 Misc.-Public Works 5,400 3,300 2,000 2,000 3,500 2014 General Fund Budget Revenue 3649 Misc.-Public Works 5,400 3,300 2,000 2,000 3,500 3651 Merchandise Sales 1,519 1,236 1,500 1,500 1,500 3670 Internment Fee 300 100 - - - *Total Charges for Current Services 513,025 581,286 568,100 568,100 569,900 0.3% Other Revenue 3801 Interest Earnings 122,364 29,148 80,000 80,000 45,000 3802 Equipment Rental & Sale 201,279 164,153 170,000 170,000 166,000 3803 Building Rental 8,945 5,420 9,000 9,000 7,000 3804 Land Sale 2,600 1,200 - - - 3807 Donations 25,675 20,885 30,100 30,100 21,799 3816 SAC Retainer 3,592 5,108 3,700 3,700 6,000 3818 Sur-Tax Retainer 850 849 1,000 1,000 1,000 3820 Misc. Other Revenue 255 228 500 500 300 3903 Refunds/Reimbursements 56,558 66,574 50,000 50,000 75,000 3980 Cash Short/Over (2) (3) - - - *Total Other Revenue 422,116 293,564 344,300 344,300 322,099 -6.4% **Total General Fund Revenue 9,723,246 10,022,433 9,747,400 9,747,400 9,928,949 1.9% Total General Fund Expenditures 9,928,949 Net Levy Remaining (Use of Gen Fund Reserves)- 9 Legislative Mission Statement The City Council, comprised of the Mayor and 4 at-large Council representatives will formulate City policy, enact legislation, and oversee City administration. The City Council abides by the vision that we are “Planning for Today, Providing for Tomorrow.” Strategies/Services CITY COUNCIL – The City Council is the governing body that reviews all ordinances and formulates City policy and enacts local legislation. PRINTING & PUBLISHING – The City produces, prints and mails the quarterly newsletter and Connection. In addition all ordinances and agendas need to be published in accordance with state statute. Budget Highlights & Future Trends Increase in Subscriptions and Memberships to accommodate increases to dues and additional memberships. 2014 Goals Develop and implement 2014 Key Financial Strategies Plan. 10 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4020 Salaries & Wages-Temp 30,500 29,900 30,000 30,000 0.0% 4030 Contributions-Retirement 2,097 2,052 2,200 2,200 0.0% 4050 Workers Compensation - 52 100 100 0.0% *Total Personal Services 32,597 32,004 32,300 32,300 0.0% 4120 Supplies-Equipment - 13 - - 0.0% *Total Materials & Supplies - 13 - - 0.0% 4300 Fees, Services 6,570 1,758 3,000 3,000 0.0% 4330 Postage - 85 - - 0.0% 4340 Printing & Publishing 29,547 31,710 36,000 35,000 (2.8%) 4360 Subscriptions & Memberships 22,579 32,161 25,000 33,000 32.0% 4370 Travel & Training 4,354 5,831 4,500 5,000 11.1% 4375 Promotional Expenses 1,988 3,203 1,300 1,000 (23.1%) 4933 Sales Tax 4 3 - - 0.0% *Total Contractual Services 65,042 74,751 69,800 77,000 10.3% **Total Legislative 97,640 106,767 102,100 109,300 7.1% 2014 General Fund Budget Legislative (1110) 11 Administration Mission Statement The Administration Department is responsible for overseeing and coordinating all aspects of the City of Chanhassen. Administration strives to provide effective and fiscally responsible municipal services in a manner which promotes a high standard of community life. Strategies/Services CHIEF ADMINISTRATIVE OFFICER – The City Manager is the Chief Administrative Officer of the City and directs the administration of City affairs. ENFORCEMENT – The City Manager is responsible for enforcing the City code and resolutions adopted by the City Council. ANNUAL BUDGET – The City Manager’s office is responsible for submitting an annual budget to the City Council for approval. The City Manager also oversees and apprises the City Council of the City’s financial condition. ELECTIONS – The City Manager’s office is responsible for coordinating and conducting elections. Budget Highlights & Future Trends Decrease to rental equipment to reflect actual costs. 2014 Goals Continued implementation of customer service training. Implement goals included in the City’s Annual Key Financial Strategies Plan. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget City Manager .80 .80 .80 .80 Assistant City Manager .75 .75 .75 .75 Office Manager 1 1 1 1 Communications Specialist 1 1 1 1 Administrative Support Specialist 1 1 1 1 Total 4.55 4.55 4.55 4.55 12 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 309,963 317,381 331,000 345,700 4.4% 4020 Salaries & Wages-Temp 220 220 1,000 1,000 0.0% 4030 Contributions-Retirement 44,566 45,612 50,300 51,500 2.4% 4040 Contributions-Insurance 34,776 34,915 47,000 51,800 10.2% 4050 Workers Compensation 377 2,107 500 2,000 300.0% *Total Personal Services 389,901 400,235 429,800 452,000 5.2% 4120 Supplies-Equipment - 89 - - 0.0% 4210 Books & Periodicals - 364 - 200 100.0% *Total Materials & Supplies - 453 - 200 0.0% 4300 Fees, Services 16,067 2,895 7,000 7,000 0.0% 4310 Telephone 3,968 4,012 4,000 4,100 2.5% 4320 Utilities 35 36 - - 0.0% 4330 Postage 22,672 21,513 23,000 23,000 0.0% 4340 Printing & Publishing 295 577 300 300 0.0% 4360 Subscriptions & Memberships 4,205 3,565 4,500 4,000 (11.1%) 4370 Travel & Training 7,075 7,185 8,000 8,000 0.0% 4380 Mileage 5,100 5,215 5,500 500 (90.9%) 4410 Rental-Equipment 14,467 14,175 14,500 9,649 (33.5%) 4807 Property Tax Expense 1,472 64 - - 0.0% 4933 Sales Tax - 57 - - 0.0% *Total Contractual Services 75,356 59,294 66,800 56,549 (15.3%) **Total Administration 465,257 459,983 496,600 508,749 2.4% 2014 General Fund Budget Adminstration (1120) 13 Finance Mission Statement The Finance Department will maintain the City's overall financial stability through sound financial planning and management. We will safeguard the City’s assets through the use of proper internal controls and ongoing maintenance of long-range financial planning documents. We are committed to the highest standards of accountability, accuracy, timeliness, professionalism, and innovation in providing financial services to those we serve. Strategies/Services PAYROLL – Provide accurate payroll services for all City departments and follow all State and Federal reporting requirements. AUDIT – To conduct the annual audit and continue to achieve the GFOA award for excellence in financial reporting. BUDGET & CIP – Assist or complete the preparation of the City’s long-term financial planning documents including the Annual Budget and CIP. UTILITY BILLING – Manage the City’s utility billing operation and assure accurate accounting of all related resources. ACCOUNTS PAYABLE – Coordinate and produce all payments for services and products used by all City departments. ASSESSMENTS – Provide updated assessment information to Carver & Hennepin Counties and assist residents with assessments related to their properties. Budget Highlights & Future Trends The budget reflects an increase of $13,300 (4.7%). A $4,000 increase in Fees for Service was added to account for actual costs related to credit card transaction processing fees. 2014 Goals Complete transition to online payroll and HR services for all departments and all full-time employees. Implement new escrow database to be used in conjunction with current software, eliminating the need for several other escrow databases in various departments. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget Finance Director .75 .75 .75 .75 Assistant Finance Director .90 .90 .90 .90 Account Clerk 1.15 1.15 1.15 1.15 Total 2.80 2.80 2.80 2.80 14 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 177,872 180,647 182,300 188,000 3.1% 4030 Contributions-Retirement 25,684 26,411 27,200 28,000 2.9% 4040 Contributions-Insurance 25,347 22,593 24,500 26,700 9.0% 4050 Workers Compensation 220 1,098 300 1,200 300.0% *Total Personal Services 229,123 230,749 234,300 243,900 4.1% 4120 Supplies-Equipment - - 100 100 0.0% 4210 Books & Periodicals - - 100 100 0.0% *Total Materials & Supplies - - 200 200 0.0% 4300 Fees, Services 15,692 22,809 16,000 20,000 25.0% 4301 Fees, Financial/Audit 22,678 24,139 24,000 24,000 0.0% 4310 Telephone and Communications 1,054 910 1,000 1,000 0.0% 4340 Printing & Publishing 1,324 1,018 1,200 1,100 (8.3%) 4360 Subscriptions & Memberships 225 225 300 300 0.0% 4370 Travel & Training 3,581 5,300 5,200 5,200 0.0% 4530 Repair & Maintenance-Equip - - 100 100 0.0% 4901 Refunds/Reimbursements 155 27 - - 0.0% 4933 Sales Tax 8 - - - 0.0% *Total Contractual Services 44,718 54,428 47,800 51,700 8.2% 4703 Office Equipment - - 200 - (100.0%) *Total Capital Outlay - - 200 - (100.0%) **Total Finance 273,841 285,177 282,500 295,800 4.7% 2014 General Fund Budget Finance (1130) 15 Legal Mission Statement Through our contract with Campbell Knutson, our mission is to efficiently and effectively administer the legal affairs of the City by internally providing professional, timely, and useful legal advice and services; to minimize liability exposure by recommending and implementing appropriate policies, practices, and procedures; and to administer such legal affairs in the most cost-efficient manner reasonable so as to contribute to the overall quality of life for the taxpayers of Chanhassen. Strategies/Services REVIEW – The City Attorney reviews development plans, personnel actions, contracts, and other documents. PROSECUTION – Campbell Knutson handles the prosecution of all cases on behalf of the City. DEFENSE – Campbell Knutson defends the City in any criminal or civil matter. Budget Highlights & Future Trends Decrease in Contractual spending to reflect actual spending, which is largely dictated by development activity. 2014 Goals Continue to make sound legal decisions that benefit the City’s management and taxpayers. 16 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4302 Fees, Legal 147,871 134,256 155,000 148,000 (4.5%) 4340 Printing and Publishing - 830 - - 0.0% *Total Contractual Services 147,871 135,086 155,000 148,000 (4.5%) **Total Legal 147,871 135,086 155,000 148,000 (4.5%) 2014 General Fund Budget Legal (1140) 17 Property Assessment Mission Statement To assess all properties in the City so that they are valued in a fair and equitable manner that can be presented in a format that is easily understood by residents and businesses. Strategies/Services PROPERTY ASSESSMENT – The City contracts with Carver County for assessment services. Each property in the City is examined at least every four years. Budget Highlights & Future Trends Slight increase to account for increase in 2014/2015 contract amount, as well as an increase in the number of parcels to be assessed. 2014 Goals Continue successful and efficient assessment process. 18 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4300 Fees, Services 118,943 128,190 124,900 130,000 4.1% 4340 Printing & Publishing - 118 - - 0.0% *Total Contractual Services 118,943 128,308 124,900 130,000 4.1% **Total Property Assessment 118,943 128,308 124,900 130,000 4.1% 2014 General Fund Budget Property Assessment (1150) 19 Management Information Systems (MIS) Mission Statement The MIS Department provides and maintains computer, network, and telecommunication resources to all City users with a goal of assuring that staff has the appropriate technology to efficiently perform their job functions. The MIS staff also provides direct support of both desktop and server-hosted software applications and manages vendor support for all other City software. In addition, the department provides basic software training and manages external software training for all other City departments. Strategies/Services NETWORK HARDWARE SUPPORT – Acquisition, service and support all City network servers, switches, printers and appliances. PC HARDWARE SUPPORT – Acquisition, service and support for all computers and mobile devices used by City staff. NETWORK/CLIENT SOFTWARE – Acquisition and support for all software on City computers and various hosted services. TELECOMMUNICATIONS – Hardware/software support for the central telephone system and mobile cellular devices. TRAINING – Provide or fund software and hardware training for City staff. SECURITY – Shared responsibility for facility security systems. UTILITY DEPT. SUPPORT – Provide support for City SCADA network hardware and software. Budget Highlights & Future Trends The 2014 budget is relatively unchanged ($900 or .3%). Transition of new PC Support Technician. Expand the use of mobile devices for field applications (Cartegraph and GIS). Manage vendor hardware and software end of life transitions. 2014 Goals Restructure imaging database and network shares. Implement network wide desktop image management solution. Implement customer service portal for staff. Rollout of Office 2013. Implement security improvements at City Hall. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget MIS Coordinator 1 1 1 1 PC Support Technician 1 1 1 1 Total 2 2 2 2 20 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 138,680 140,513 141,900 146,100 3.0% 4020 Salaries & Wages-Temp - 5,382 - - 0.0% 4021 Overtime-Temp - 45 - - 0.0% 4030 Contributions-Retirement 20,112 20,915 21,200 21,800 2.8% 4040 Contributions-Insurance 19,129 19,441 21,200 23,200 9.4% 4050 Workers Compensation 168 888 200 900 350.0% *Total Personal Services 178,090 187,184 184,500 192,000 4.1% 4150 Supplies-Equipment 1,631 1,279 1,300 1,300 0.0% 4210 Books & Periodicals 397 286 300 300 0.0% 4220 Software Licensing & Support 25,280 22,926 36,350 28,800 (20.8%) 4260 Small Tools & Equipment 265 370 300 300 0.0% *Total Materials & Supplies 27,573 24,860 38,250 30,700 (19.7%) 4300 Fees, Services 25,288 28,864 17,650 17,700 0.3% 4310 Telephone and Communications 3,701 2,512 2,300 3,200 39.1% 4320 Utilities 4,320 6,279 10,000 13,000 30.0% 4370 Travel & Training 5,748 5,011 6,000 4,000 (33.3%) 4530 Repair & Maintenance-Equip 5,479 4,921 5,000 4,000 (20.0%) 4933 Sales Tax 221 1,323 - - 0.0% *Total Contractual Services 44,757 48,910 40,950 41,900 2.3% **Total MIS 250,419 260,954 263,700 264,600 0.3% 2014 General Fund Budget Management Information Systems (MIS) (1160) 21 City Hall Mission Statement This department ensures the efficient and reliable operation of all City buildings. This includes ensuring that public buildings are safe, accessible, functional and inviting for all. To this end, we continually maintain and improve Chanhassen’s public buildings, focusing on providing superior value and energy conservation for our City. Strategies/Services PREVENTATIVE MAINTENANCE – Responsible for routine maintenance to critical equipment, such as roofs and HVAC units, to maximize life expectancy and performance. REPAIRS AND REPLACEMENTS – Oversee major upgrades, replacements, and repairs once equipment has concluded its useful life. BUILDING CODES – Ensure that all buildings meet current building and fire codes. OFFICE SUPPLIES – Purchase all necessary toiletries, paper supplies, and other office products for the City. INSURANCE – Provide property insurance, auto insurance, various risk coverages, and terrorism insurance to cover all City operations. Budget Highlights & Future Trends A decrease in fees for service to match actual spending. An increase in telephone to match actual spending. 2014 Goals Continued management of public buildings and equipment to maximize life expectancy and operation. Assist MIS Coordinator with building and security improvements. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget Building Maintenance 1 1 1 1 Total 1 1 1 1 22 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 52,141 52,774 53,000 54,700 3.2% 4011 Overtime-Reg 2,956 900 3,500 3,000 (14.3%) 4030 Contributions-Retirement 8,110 7,948 8,100 8,100 0.0% 4040 Contributions-Insurance 7,225 7,337 8,000 8,600 7.5% 4050 Workers Compensation 1,390 1,844 1,700 2,000 17.6% *Total Personal Services 71,821 70,803 74,300 76,400 2.8% 4110 Supplies-Office 39,314 42,611 37,000 39,100 5.7% 4120 Supplies-Equipment 597 443 900 900 0.0% 4140 Supplies-Vehicles 698 166 800 500 (37.5%) 4150 Maintenance Materials 2,830 3,814 3,500 3,200 (8.6%) 4260 Small Tools & Equipment 264 968 400 400 0.0% *Total Materials & Supplies 43,704 48,002 42,600 44,100 3.5% 4300 Fees, Services 7,895 5,359 9,000 7,700 (14.4%) 4310 Telephone 10,034 12,168 10,500 12,500 19.0% 4320 Utilities 40,108 44,078 45,000 44,700 (0.7%) 4350 Cleaning & Waste Removal 31,555 35,805 33,000 33,800 2.4% 4370 Travel & Training - 29 200 200 0.0% 4440 License & Registration - 16 100 100 0.0% 4483 Insurance-General Liability 182,042 156,708 185,000 175,000 (5.4%) 4510 Repair & Maintenance-Building 8,328 6,313 8,000 7,700 (3.8%) 4520 Repair & Maintenance-Vehicles 102 - 600 600 0.0% 4530 Repair & Maintenance-Equip 5,179 4,640 5,000 4,800 (4.0%) 4933 Sales Tax 112 2,686 - - (100.0%) *Total Contractual Services 285,354 267,802 296,400 287,100 (3.1%) **Total City Hall 400,879 386,607 413,300 407,600 (1.4%) 2014 General Fund Budget City Hall (1170) 23 Elections Mission Statement The Mission of the Elections department is to provide free, open, honest and professionally managed election services to our community. Through Elections, we assume the responsibility for protecting the will of the people; protecting democracy as a concept and form of government; and for establishing fairness and equity in the process of self-governance. Strategies/Services VOTER REGISTRATION – The City is responsible for facilitating voter registration. REDISTRICTING – Following each US Census, the City is responsible for redistricting the City into equal districts. COMPLIANCE WITH STATE AND FEDERAL LAWS – Elections must be conducted in strict compliance with state and federal laws, notably including those related to data privacy. CUSTOMER SERVICE – Provide excellent customer service to promote confidence in the elections process and government in general. Budget Highlights & Future Trends Fees for Service has been increased to match actual spending in recent years. 2014 Goals Conduct School District Referendum Election. Prepare for 2014 Elections, which includes the Minnesota Gubernatorial Race. 24 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4020 Salaries & Wages-Temp - 28,184 22,000 22,000 0.0% 4030 Contributions-Retirement - 106 400 400 0.0% 4050 Workers Compensation - - 100 100 0.0% 4060 Unemployment 2 - - - 0.0% *Total Personal Services 2 28,290 22,500 22,500 0.0% 4110 Office Supplies - 1,504 1,500 1,500 0.0% 4120 Supplies-Equipment 4,242 - 2,000 2,000 0.0% *Total Materials & Supplies 4,242 1,504 3,500 3,500 0.0% 4300 Fees, Services - 13,033 5,000 7,000 40.0% 4340 Printing & Publishing - 1,408 2,300 2,000 (13.0%) 4370 Travel & Training 53 6,703 1,800 3,200 77.8% 4933 Sales Tax - 43 - - 0.0% *Total Contractual Services 53 21,187 9,100 12,200 34.1% **Total Elections 4,297 50,981 35,100 38,200 8.8% 2014 General Fund Budget Elections (1180) 25 Library Building Mission Statement The City of Chanhassen operates the Chanhassen Library building, working in partnership with Carver County to be a gathering place providing access to ideas, experiences, and materials to enrich our lives. Strategies/Services PROVIDE LIBRARY BUILDING FOR RESIDENTS – The City pays for the building and all operating expenses of the building including; utilities, lights, heat, air conditioning, cleaning and telephone service. Budget Highlights & Future Trends Decrease in Building Repair and Maintenance to reflect actual spending. 2014 Goals Continue to look for ways to optimize efficiency of energy use within the building. Continue to maintain equipment to maximize its useful life. 26 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4120 Supplies-Equipment -- - - 0.0% 4150 Maintenance Materials 2,560 3,397 3,000 3,000 0.0% 4260 Small Tools & Equipment 54 29 - - 0.0% *Total Materials & Supplies 2,614 3,426 3,000 3,000 (12.4%) 4300 Fees, Services 4,794 645 6,000 6,000 0.0% 4310 Telephone 1,442 1,450 1,600 1,600 0.0% 4320 Utilities 65,035 58,973 68,000 64,300 (5.4%) 4350 Cleaning & Waste Removal 30,401 32,503 32,000 31,000 (3.1%) 4510 Repair & Maintenance-Building 3,039 2,517 5,000 3,500 (30.0%) 4530 Repair & Maintenance-Equip 7,657 3,035 5,000 4,800 (4.0%) *Total Contractual Services 112,368 99,123 117,600 111,200 (5.4%) **Total Library Building 114,982 102,549 120,600 114,200 (5.3%) 2014 General Fund Budget Library Building (1190) 27 Police Administration Mission Statement The Carver County Sheriff’s Office will serve everyone with respect and dignity and to do so with honor, integrity and pride. We are committed to enhancing the security, safety, and the quality of life for the citizens, businesses and visitors of Chanhassen. Strategies/Services SERVICE – Deliver quality service to all who look to us for assistance. ENFORCEMENT – Enforce all local, state and federal laws. COLLABORATE – Collaborate with other agencies to share resources whenever possible. Budget Highlights & Future Trends Maintain staffing. Project need for additional Deputy in 2014-15. Budget increases reflect settled contracts and required increases to PERA and workers compensation insurance rates. Reduce squad cars by 3. 2014 Goals Provide public safety services in a manner consistent with the values of the citizens of Chanhassen. Empower the businesses, schools and citizens of Chanhassen as partners in identifying and solving community problems. Identify and address traffic concerns within the City. Identify crime trends and issues affecting the quality of life in our community and develop a strategy to address/resolve them. Provide public safety services in an efficient and cost effective manner. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget Crime Prevention Specialist .80 .80 .80 .80 Lieutenant 1 1 1 1 Sergeant 2 3 3 3 Investigator 1 1 1 1 School Resource Officer 1 1 1 1 Corporals 2 0 0 0 Deputies 8 9 10 10 Total 15.80 15.80 16.80 16.80 Employee Overhead 2013 Actual 2014 Budget 2015 Budget 2016 Budget Records .48 .48 .48 .48 Sergeant .39 .39 .39 .39 Total .87 .87 .87 .87 Vehicles 2013 Actual 2014 Budget 2015 Budget 2016 Budget Total 9 6 7 7 28 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 59,147 51,442 52,200 53,500 2.5% 4030 Contributions-Retirement 8,746 7,674 7,800 8,000 2.6% 4040 Contributions-Insurance 7,251 7,333 8,000 8,500 6.3% 4050 Workers Compensation 195 234 200 200 0.0% *Total Personal Services 75,340 66,684 68,200 70,200 2.9% 4130 Program Supplies 2,707 3,726 3,000 3,000 0.0% *Total Materials & Supplies 2,707 3,726 3,000 3,000 0.0% 4300 Fees, Services 1,410,892 1,394,757 1,516,000 1,599,000 5.5% 4360 Subscriptions & Memberships - 32 - - 0.0% 4370 Travel & Training 169 - 500 500 0.0% 4375 Promotional Expense 2,834 3,414 3,500 3,300 (5.7%) 4933 Sales Tax 199 147 - - 0.0% *Total Contractual Services 1,414,095 1,398,351 1,520,000 1,602,800 5.4% **Total Police Administration 1,492,142 1,468,760 1,591,200 1,676,000 5.3% 2014 General Fund Budget Police Administration (1210) 29 Fire Prevention and Administration Mission Statement The mission of the Chanhassen Fire Department is to serve our residents by minimizing the loss of life and property in the City of Chanhassen from fires, natural disasters and life-threatening situations. It is our vision to be known as an innovative, progressive and customer-centric organization. We are dedicated to work with our partners to deliver effective, efficient and safe emergency services to our residents. Strategies/Services The Fire Department relies primarily on Paid on Call staff operating from two fire stations to manage operations and to deliver emergency response. The Fire Chief, Fire Marshal and a quarter time Account Clerk provide leadership, fire prevention and administrative support. Services include: OVERSITE – Manages ongoing readiness to ensure effective and safe operations while ensuring compliance with national, state and local regulations and standards. ALL HAZARD MITIGATION – Responds to and manages all types of emergencies inclusive of fires, medical emergencies, car accidents, technical rescue, hazardous materials, automated alarms and various miscellaneous requests. FIRE/SAFETY EDUCATION – Coordinates and delivers fire and safety education programs to the schools and general public. FIRE PREVENTION – Provides plan review services for new commercial construction and renovations, ongoing fire and safety inspections for commercial buildings, multi-unit residential and miscellaneous buildings within the City limits and coordinates post-fire investigations. Budget Highlights & Future Trends The 2014 budget now includes a full time Fire Chief position. 2014 Goals Investigate shared service options with neighboring fire departments and partner agencies. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget Fire Chief 0 1 1 1 Fire Marshal 1 1 1 1 Deputy Fire Marshal 1 0 0 0 Account Clerk .25 .25 .25 .25 Total 2.25 2.25 2.25 2.25 30 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 134,941 137,392 138,900 154,200 11.0% 4011 Overtime 250 1,887 1,000 1,000 0.0% 4020 Salaries & Wages-Temp 142,723 156,862 162,000 166,000 2.5% 4022 Training Wages 26,951 31,910 32,000 32,000 0.0% 4030 Contributions-Retirement 141,207 147,039 147,000 150,000 2.0% 4040 Contributions-Insurance 26,045 23,107 27,000 29,000 7.4% 4050 Workers Compensation 9,450 23,926 11,000 8,700 (20.9%) *Total Personal Services 481,566 522,122 518,900 540,900 4.2% 4120 Supplies-Equipment 6,094 12,843 9,500 9,000 (5.3%) 4130 Supplies-Program 3,575 4,173 3,500 3,300 (5.7%) 4140 Supplies-Vehicles 13,920 11,813 11,500 11,000 (4.3%) 4150 Maintenance Materials 223 401 500 500 0.0% 4210 Books & Periodicals 855 577 600 600 0.0% 4240 Uniforms & Clothing 11,471 8,380 12,000 11,700 (2.5%) 4260 Small Tools & Equipment 8,977 5,119 7,000 6,800 (2.9%) 4290 Misc. Materials & Supplies 5,488 6,257 6,000 6,000 0.0% *Total Materials & Supplies 50,603 49,562 50,600 48,900 (3.4%) 4300 Fees, Services 13,912 28,445 14,000 15,500 10.7% 4310 Telephone 4,581 5,483 4,500 7,000 55.6% 4320 Utilities 23,238 21,857 24,000 23,700 (1.3%) 4350 Cleaning & Waste Removal 4,088 4,639 4,500 4,500 0.0% 4360 Subscriptions & Memberships 1,613 2,684 2,500 2,500 0.0% 4370 Travel & Training 17,050 30,560 23,000 23,000 0.0% 4375 Promotional Expense 10,832 10,954 10,000 10,000 0.0% 4483 Insurance-General Liability 2,196 2,767 2,800 2,800 0.0% 4510 Repair & Maintenance-Building 7,591 5,570 6,000 5,100 (15.0%) 4520 Repair & Maintenance-Vehicles 7,347 17,247 7,000 7,000 0.0% 4530 Repair & Maintenance-Equip 11,613 12,257 15,000 13,500 (10.0%) 4531 Repair & Maintenance-Radios 4,501 3,131 4,500 4,500 0.0% Contribution for Performance 52,331 50,481 70,000 46,000 (34.3%) 4933 Sales Tax 1,167 1,429 - - 0.0% *Total Contractual Services 162,060 197,504 187,800 165,100 (12.1%) **Total Fire Prevention and Admin 694,229 769,188 757,300 754,900 (0.3%) 2014 General Fund Budget Fire Prevention and Administration (1220) 31 Code Enforcement Mission Statement The division is responsible for the plan review, permit issuance, and inspections of buildings, plumbing and mechanical systems, fire sprinklers and alarm systems, and individual sewage treatment systems. Division staff is also responsible for inspections of existing buildings for fire code violations, septic tank and RPZ maintenance programs, processing handgun and solicitor permits and providing assistance to the City’s law enforcement staff. Strategies/Services PLAN REVIEW – Perform building code compliance plan review, specifications and other supporting documents for all building projects in the City. Issue building, fire suppression/alarm, mechanical, plumbing and SSTS permits. Retain/archive documents related to plan review and permit issuance. INSPECTIONS – On-site verification of adherence to the approved design and building code compliance. Retain/archive documentation related to on-site inspections. CODE ENFORCEMENT – Periodic evaluation (Fire Marshal) of all public and commercial buildings. Investigation of property maintenance issues. Maintain necessary documentation, compose and submit reports required by other governmental agencies. Budget Highlights & Future Trends This budget reflects a 3.1 percent increase. Residential permits will continue a slight upward trend. While there is more interest in Commercial and Industrial projects, development will be measured. 2014 Goals Prepare for new building code adoptions by purchasing reference materials, acquiring additional education and updating/revising informational materials. Provide contractor education regarding new building code provisions and requirements. Additional/expanded digital storage of documents. Enhance/expand use of permitting software during the permit review process. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget Building Official 1 1 1 1 Building Inspector 2 2 2 2 Mechanical Inspector 2 2 2 2 Support Staff 2 2 2 2 Total 7 7 7 7 32 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 449,855 456,535 464,200 478,800 3.1% 4030 Contributions-Retirement 65,515 66,645 69,200 74,000 6.9% 4040 Contributions-Insurance 65,374 66,391 72,200 73,000 1.1% 4050 Workers Compensation 1,256 2,246 1,500 2,400 60.0% *Total Personal Services 582,001 591,818 607,100 628,200 3.5% 4120 Supplies-Equipment 26 317 100 100 0.0% 4130 Supplies-Program 947 765 900 900 0.0% 4140 Supplies-Vehicles 2,804 974 1,700 1,600 (5.9%) 4210 Books & Periodicals 395 290 1,500 1,000 (33.3%) 4240 Uniforms & Clothing 710 356 500 500 0.0% 4260 Small Tools & Equipment 125 387 400 400 0.0% *Total Materials & Supplies 5,007 3,091 5,100 4,500 (11.8%) 4300 Fees, Services 14 - - - 0.0% 4310 Telephone 3,013 2,917 3,500 3,500 0.0% 4340 Printing & Publishing 2,045 1,401 1,500 1,500 0.0% 4360 Subscriptions & Memberships 240 472 1,000 900 (10.0%) 4370 Travel & Training 3,640 4,965 6,000 5,500 (8.3%) 4440 License & Registration - 658 500 500 0.0% 4520 Repair & Maintenance-Vehicles 536 - 300 300 0.0% 4530 Repair & Maintenance-Equip 1,635 2,456 2,000 1,400 (30.0%) 4901 Refunds/Reimbursements 347 - 500 500 0.0% 4933 Sales Tax 86 54 - - 0.0% *Total Contractual Services 11,555 12,922 15,300 14,100 (7.8%) **Total Code Enforcement 598,562 607,831 627,500 646,800 3.1% 2014 General Fund Budget Code Enforcement (1250) 33 Community Service Mission Statement The Community Services department works in conjunction with the Carver County Sheriff’s Office to promote and maintain a safe environment in all areas and neighborhoods within Chanhassen. The CSOs will ensure compliance with City codes by residents, businesses, and other property owners. The CSOs also promote a safe environment by performing services related to Animal Control, including reuniting lost and found pets with their owners. Strategies/Services ANIMAL CONTROL – The CSOs are responsible for impounding lost animals, taking Animal Bite complaints, and removing dead animals from City-owned streets. CSOs also conduct inspections for kennel permits. ASSIST THE CCSO – CSOs respond to a variety of calls dispatched by Carver County, including vehicle lock-outs, traffic direction, and medical calls. CODE ENFORCEMENT – The CSOs ensure compliance throughout the community with a variety of City code requirements, including provisions related to weeds and grass, lawn watering, and shoveling. Budget Highlights & Future Trends A decrease in Fees for Service to account for actual spending under contract with Canine Club and Spa (corresponding decrease in impound revenues). 2014 Goals Train new Community Service Officer to fill vacant position. Better tracking of calls that are received through City Hall, in addition to those received through Carver County Dispatch. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget Community Service Officer 1.50 1.50 1.50 1.50 Total 1.50 1.50 1.50 1.50 34 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4020 Salaries & Wages-Temp 43,585 44,617 49,700 49,700 0.0% 4021 Overtime-Temp - 65 1,400 1,000 (28.6%) 4030 Contributions-Retirement 6,537 6,703 7,100 7,100 0.0% 4040 Contributions-Insurance 590 590 1,200 800 (33.3%) 4050 Workers Compensation 548 692 1,000 1,000 0.0% *Total Personal Services 51,261 52,667 60,400 59,600 (1.3%) 4120 Supplies-Equipment 175 1,123 700 700 0.0% 4130 Supplies-Program 3,970 426 1,700 1,500 (11.8%) 4140 Supplies-Vehicles 451 1,872 600 600 0.0% 4240 Uniforms & Clothing 613 255 1,000 1,000 0.0% *Total Materials & Supplies 5,209 3,676 4,000 3,800 (5.0%) 4300 Fees, Services 10,268 9,705 10,500 5,000 (52.4%) 4310 Telephone 917 988 1,000 1,000 0.0% 4340 Printing & Publishing 487 205 300 300 0.0% 4360 Subscriptions & Memberships 177 69 200 200 0.0% 4370 Travel & Training 268 - 700 500 (28.6%) 4520 Repair & Maintenance-Vehicles 112 146 500 300 (40.0%) 4530 Repair & Maintenance-Equip - - 100 100 0.0% 4531 Repair & Maintenance-Radios 138 115 200 200 0.0% 4933 Sales Tax 60 27 - - 0.0% *Total Contractual Services 12,428 11,257 13,500 7,600 (43.7%) **Total Community Service 68,897 67,600 77,900 71,000 (8.9%) 2014 General Fund Budget Community Service (1260) 35 Engineering Mission Statement The Engineering Department will provide efficient, centralized, and cost-effective municipal engineering services to the citizens, as well as other departments of the City. Our efforts are focused on providing a high level of expertise for designing/planning, advising, administering, and overseeing all public works improvements and developments. Our goal is to provide these services within the project budget and timeframe required while protecting the public health, safety, and welfare of the community. Strategies/Services PLAN FOR AND IMPLEMENT CAPITAL IMPROVEMENTS – Program, manage, bid out and administer annual capital improvement projects for streets, sanitary sewer, water and storm sewer infrastructure. DEVELOPMENT PLAN REVIEW – Review proposed development plans to insure conformity to City Code and Engineering standards. PAVEMENT MANAGEMENT – Complete annual pavement survey and plan for future projects. SURFACE WATER MANAGEMENT – Work with elected officials, residents and other agencies and organizations to protect and improve the water quality of area streams, rivers, lakes and wetlands through proper planning, project implementation and public education and outreach. GIS MAPPING – Enables the City to improve communication to the public and other City departments for decision-making and information distribution to ultimately better serve the public through the efficient use of mapping and data retention. PERMITS – Review residential permits and small utility permits in the City right-of-way. AGENCY COORDINATION – Work with other agency partners such as MnDOT and Carver County on joint capital improvement projects and studies. TRAFFIC – Work with residents, law enforcement and other departments to address potential speeding, and traffic and pedestrian safety concerns. Gather traffic data as needed. Budget Highlights & Future Trends Staff will continue to complete as much project work in-house as possible. 2014 Goals Successfully complete the 2014 street improvement project along with other capital improvement projects. Expand the implementation of the Pavement Management software to budget and plan for trail and parking lot rehabilitation projects. Complete mapping of all storm sewer conveyance and treatment in Chanhassen. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget Public Works Director/City Engineer .75 .75 .75 .75 Assistant City Engineer 1 1 1 1 Project Engineer 1 1 1 1 Engineering Tech 2 2 2 2 GIS Specialist .70 .70 .70 .70 Secretary .80 .80 .80 .80 Total 6.25 6.25 6.25 6.25 36 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 391,469 412,947 428,600 440,000 2.7% 4011 Overtime-Reg 32 725 1,500 1,000 (33.3%) 4020 Salaries & Wages-Temp 11,345 - 15,000 15,000 0.0% 4021 Overtime-Temp 165 - - - 0.0% 4030 Contributions-Retirement 58,612 61,416 63,900 65,500 2.5% 4040 Contributions-Insurance 49,191 45,239 51,500 47,100 (8.5%) 4050 Workers Compensation 1,167 2,009 1,500 2,100 40.0% *Total Personal Services 511,981 522,335 562,000 570,700 1.5% 4120 Supplies-Equipment 30 31 500 100 (80.0%) 4140 Supplies-Vehicles 185 970 700 700 0.0% 4210 Books & Periodicals 29 30 100 100 0.0% *Total Materials & Supplies 244 1,032 1,300 900 (30.8%) 4300 Fees, Services 16,661 19,979 18,000 18,500 2.8% 4310 Telephone 2,656 2,588 3,000 3,000 0.0% 4340 Printing & Publishing 314 147 600 600 0.0% 4360 Subscriptions & Memberships 1,013 462 1,400 1,000 (28.6%) 4370 Travel & Training 2,161 2,517 3,000 3,000 0.0% 4380 Mileage 158 - 500 500 0.0% 4520 Repair & Maintenance-Vehicles - 174 - - 0.0% 4530 Repair & Maintenance-Equip 4,095 4,076 4,100 3,900 (4.9%) 4933 Sales Tax - 59 - - 0.0% *Total Contractual Services 27,058 30,002 30,600 30,500 (0.3%) **Total Engineering 539,282 553,369 593,900 602,100 1.4% 2014 General Fund Budget Engineering (1310) 37 Street Maintenance Mission Statement The Public Works Department strives to maintain and improve the quality of life by planning for future needs, promoting environmental quality, building and maintaining municipal infrastructure, and protecting health and safety. The department is committed to providing the highest quality of service to the community and other City departments through efforts to maintain a cost-effective operation and to provide these services in a responsible and efficient manner. This mission is accomplished through the prudent use of recourses, technology, innovation, teamwork, and coordination with other service providers in the City. Strategies/Services SNOW AND ICE CONTROL – Maintenance of City streets in the winter. STREET PATCHING – Annual minor maintenance of City streets. TREE TRIMMING – Trimming of trees and brush in the street right-of-way. MOWING – Mowing of select areas in the City right-of-way. STREET SIGNS – Replacement of damaged or weathered street signs. STREET LIGHTS AND SIGNALS – Repair of City-maintained street lights and signals. PAVEMENT MARKING – Annual pavement marking on City streets. STREET SWEEPING – Annual street sweeping of City streets as required. STORM SEWER MAINTENANCE – Maintenance of City storm sewer system. Budget Highlights & Future Trends Commodities such as road salt for snow and ice control, bituminous for street paving and patching, and fuel continue to fluctuate but trend higher. 2014 Goals Continuous Improvements – The department will continually identify and implement effective methods and strategies to deliver the highest quality services that are cost-effective, energy efficient, mitigate our environmental impact and improve our responsiveness. Technical Advancements – The department will complete the implementation of a work order system to better track and catalog work items. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget Street Superintendent 1 1 1 1 Heavy Equipment Operator/Leadman 1 1 1 1 Heavy Equipment Operator 1 1 1 1 Equipment Operator/Laborer 5 5 5 5 Public Works Secretary .25 .25 .25 .25 Total 8.25 8.25 8.25 8.25 38 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 448,682 464,175 465,800 479,700 3.0% 4011 Overtime-Reg 23,447 13,929 20,000 20,000 0.0% 4020 Salaries & Wages-Temp 8,769 9,733 10,000 10,000 0.0% 4021 Overtime-Temp 173 212 - - 0.0% 4030 Contributions-Retirement 70,912 70,563 71,000 71,500 0.7% 4040 Contributions-Insurance 74,724 79,662 86,400 94,000 8.8% 4050 Workers Compensation 29,879 28,320 34,000 29,500 (13.2%) *Total Personal Services 656,587 666,594 687,200 704,700 2.5% 4120 Supplies-Equipment 51,436 45,964 40,000 42,500 6.3% 4140 Supplies-Vehicles 18,813 23,965 18,000 19,000 5.6% 4150 Maintenance Materials 48,251 43,881 65,000 47,000 (27.7%) 4210 Books & Periodicals - - 100 100 0.0% 4240 Uniforms & Clothing 3,665 3,689 4,800 4,000 (16.7%) 4260 Small Tools & Equipment 1,737 2,145 1,700 2,000 17.6% *Total Materials & Supplies 123,902 119,643 129,600 114,600 (11.6%) 4300 Fees, Services 636 1,484 1,000 1,000 0.0% 4310 Telephone 3,592 3,676 3,800 3,800 0.0% 4330 Postage 33 - - - 0.0% 4340 Printing & Publishing - 470 300 300 0.0% 4350 Cleaning & Waste Removal 60 444 300 300 0.0% 4360 Subscriptions & Memberships 1,120 50 1,200 1,200 0.0% 4370 Travel & Training 758 1,508 2,000 1,800 (10.0%) 4410 Rental-Equipment - 401 1,000 800 (20.0%) 4440 License & Registration 30 448 600 600 0.0% 4510 Repair & Maintenance-Building 308 500 500 500 0.0% 4520 Repair & Maintenance-Vehicles 1,959 267 1,500 1,500 0.0% 4530 Repair & Maintenance-Equip 7,984 2,245 6,500 6,000 (7.7%) 4540 Repair & Maintenance-Streets 4,407 2,480 2,000 2,500 25.0% 4560 Repair & Maintenance-Signs 12,141 10,743 10,000 10,300 3.0% 4565 Repair & Maintenance-Light/Signal 226 - - - 0.0% 4933 Sales Tax 4,894 2,546 - - 0.0% *Total Contractual Services 38,147 27,262 30,700 30,600 (0.3%) **Total Street Maintenance 818,635 813,500 847,500 849,900 0.3% 2014 General Fund Budget Street Maintenance (1320) 39 Street Lighting & Signals Mission Statement Provide a reliable, safe, well-maintained and cost-efficient street lighting and signal system for the community. Strategies/Services MAINTENANCE – The Street Maintenance Department manages the street lighting system. Over 63% of the City's street lights are provided and operated by Xcel Energy or Minnesota Valley Electric Cooperative (MVEC). UTILITY COST – Most of this budget reflects the City's contractual cost for Xcel and MVEC to operate and maintain this system. This budget also includes costs to maintain the City’s signal systems. Budget Highlights & Future Trends Most of this budget is dedicated to electrical utility costs for operation of the system. It is anticipated electrical costs will continue to trend higher in coming years. Street light technology has seen many improvements over the past 10 years. The industry is trending towards using LED lighting in more street light applications and the market has seen a substantial decrease in the capital cost of these units over the past several years. 2014 Goals Look for greater electrical utility and equipment savings. This will be achieved mainly by replacing old equipment as it wears out with new technology. Continue to evaluate if LED technology can cost effectively replace some of the City’s high pressure sodium (HPS) street lights. Have a discussion with city council on switching all City maintained street lights to LED. 40 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4120 Supplies-Equipment 3,528 2,791 2,000 3,000 50.0% *Total Materials & Supplies 3,528 2,791 2,000 3,000 50.0% 4300 Fees, Services 702 - 500 500 0.0% 4310 Telephone 360 453 600 500 (16.7%) 4320 Utilities 324,365 313,065 330,000 319,000 (3.3%) 4410 Rental-Equipment 1,504 - - - 0.0% 4565 Repair & Maintenance-Light/Signal 31,287 39,921 25,000 28,500 14.0% 4933 Sales Tax - 285 - - 0.0% *Total Contractual Services 358,218 353,725 356,100 348,500 (2.1%) **Total Street Lighting and Signals 361,746 356,515 358,100 351,500 (1.8%) 2014 General Fund Budget Street Lighting and Signals (1350) 41 Fleet Department Mission Statement The Chanhassen Fleet Department strives to provide the highest quality of vehicle and equipment maintenance and repair services at the lowest possible cost, and maintain the City’s vehicles and equipment in good and safe operational condition with minimal down time. The department strives to reduce major repairs through promoting proper vehicle and equipment operator training programs and providing timely service checks. Strategies/Services MAINTENANCE – Provide quality and cost-effective maintenance services with quick turnaround for City vehicles and equipment. EQUIPMENT MANAGEMENT – Asset management and equipment replacement budgeting. PROCUREMENT – Procurement of City’s fuel mainly through a joint powers agreement with the State of Minnesota. Procurement of most City vehicles and equipment. FACILITY MANAGEMENT – Maintain and clean Public Works building. Budget Highlights & Future Trends Fuel prices continue to fluctuate so budgeting for annual fuel purchases continues to be challenging. 2014 Goals Procure replacement parts at best possible price. Procure replacement vehicles and equipment at best possible price. Continue to look at making fleet more efficient and smaller if possible. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget Equipment Superintendent 1 1 1 1 Mechanic 2 2 2 2 Public Works Secretary .25 .25 .25 .25 Total 3.25 3.25 3.25 3.25 42 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 192,453 193,379 194,200 200,000 3.0% 4011 Overtime-Reg 395 1,262 6,500 1,200 (81.5%) 4030 Contributions-Retirement 27,825 27,462 29,000 29,800 2.8% 4040 Contributions-Insurance 33,727 34,014 37,500 41,000 9.3% 4050 Workers Compensation 5,942 5,136 7,000 5,500 (21.4%) *Total Personal Services 260,342 261,253 274,200 277,500 1.2% 4120 Supplies-Equipment 1,803 3,273 2,500 2,800 12.0% 4140 Supplies-Vehicles 1,501 510 800 800 0.0% 4150 Maintenance Materials 609 574 900 700 (22.2%) 4170 Motor Fuels & Lubricants 188,503 191,298 165,000 202,000 22.4% 4240 Uniforms & Clothing 968 740 1,200 1,000 (16.7%) 4260 Small Tools & Equipment 3,129 3,086 4,000 3,800 (5.0%) *Total Materials & Supplies 196,513 199,481 174,400 211,100 21.0% 4300 Fees, Services 1,207 3,005 2,000 2,000 0.0% 4310 Telephone 4,192 3,430 4,500 4,000 (11.1%) 4320 Utilities 48,678 34,296 52,000 37,500 (27.9%) 4330 Postage 188 42 - - 0.0% 4340 Printing & Publishing - - 100 - (100.0%) 4350 Cleaning & Waste Removal 10,229 7,379 11,000 9,200 (16.4%) 4360 Subscriptions & Memberships - - 200 200 0.0% 4370 Travel & Training 1,487 - 800 800 0.0% 4440 License & Registration 30 288 500 300 (40.0%) 4510 Repair & Maintenance-Building 15,523 6,852 7,000 6,700 (4.3%) 4530 Repair & Maintenance-Equip 3,075 1,591 2,000 2,000 0.0% 4933 Sales Tax 753 497 - - 0.0% *Total Contractual Services 85,363 57,378 80,100 62,700 (21.7%) 4703 Office Equipment - 712 500 500 0.0% 4705 Other Equipment 5,000 5,801 4,000 5,000 25.0% *Total Capital Outlay 5,000 6,514 4,500 5,500 22.2% **Total Fleet Department 547,218 524,626 533,200 556,800 4.4% 2014 General Fund Budget Fleet Department (1370) 43 Planning Commission Mission Statement The Planning Commission is established pursuant to the Minnesota Municipal Planning Act, and has the powers and duties assigned to it by that act, the City Code, and state law. The Planning Commission is designated the planning agency of the City pursuant to the Municipal Planning Act. There are 7 Planning Commissioners that serve a staggered 3-year term. Strategies/Services ADVISE – Make recommendations to the City Council on official controls (comprehensive plan and zoning ordinance). REVIEW AND HOLD PUBLIC HEARINGS – Act as the City's Board of Adjustments and Appeals and reviews and make recommendations on all development applications. SPECIAL STUDIES – The commission may undertake special studies as directed by the City Council. Budget Highlights & Future Trends There are no significant changes to this budget. The Planning Commission will continue to see an increase in development applications especially in residential areas. 2014 Goals Review the Highway 101 and County Road 61 corridor and utility study. Continue to evaluate development applications for recommendations to the City Council. Continue education on City ordinances, through staff training at work sessions or other education opportunities. 44 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4210 Books & Periodicals - - 200 200 0.0% *Total Materials & Supplies - - 200 200 0.0% 4340 Printing & Publishing 2,518 2,637 3,000 3,000 0.0% 4360 Subscriptions & Memberships 139 - 200 200 0.0% 4370 Travel & Training 584 27 800 600 (25.0%) *Total Contractual Services 3,241 2,664 4,000 3,800 (5.0%) **Total Planning Commission 3,241 2,664 4,200 4,000 (4.8%) 2014 General Fund Budget Planning Commission (1410) 45 Planning Administration Mission Statement The department identifies needs and goals to guide modifications or updates to the Comprehensive Plan or City Code. The department also reviews development plans for compliance with City ordinances and other regulations. Strategies/Services DEVELOPMENT REVIEW – Process all development applications, including generation of staff reports for the Planning Commission and City Council. MANAGE INFORMATION – Maintain the City’s demographics and statistical information including population, household information, available land inventory and building activity etc. ADMINISTRATION – Provide zoning information, review permits and provide code enforcement. Manage implementation of the City Comprehensive Plan and Zoning Ordinances. STAFF SUPPORT – Provide staff support to the Planning Commission and the City Council on all land use matters including special studies. Budget Highlights & Future Trends There is a budget increase of 3.7%. Residential development/subdivisions are showing an upward trend. Commercial and Industrial development inquiries and proposals are also increasing. 2014 Goals Analysis of the status of the Comprehensive Plan. Highway 101 and County Road 61 land use and utilities study. Analysis of the downtown commercial land availability. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget Community Development Director .75 .75 .75 .75 Senior Planner 1.75 1.75 1.75 1.75 Senior Admin Support Specialist 1 1 1 1 Total 3.50 3.50 3.50 3.50 46 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 301,929 277,141 272,400 281,200 3.2% 4011 Overtime-Reg - 3,326 - - 0.0% 4020 Salaries & Wages-Temp - 9,436 13,000 13,000 0.0% 4021 Overtime-Temp - 116 - - 0.0% 4030 Contributions-Retirement 42,802 39,911 42,000 42,000 0.0% 4040 Contributions-Insurance 49,843 41,185 42,300 46,300 9.5% 4050 Workers Compensation 368 1,743 500 1,800 260.0% *Total Personal Services 394,942 372,856 370,200 384,300 3.8% 4120 Supplies-Equipment 83 590 300 300 0.0% 4140 Supplies-Vehicles - 146 100 100 0.0% *Total Materials & Supplies 83 736 400 400 0.0% 4300 Fees, Services 38 9,492 5,000 5,000 0.0% 4360 Subscriptions & Memberships 1,043 782 1,500 1,500 0.0% 4370 Travel & Training 3,570 5,078 5,500 5,500 0.0% *Total Contractual Services 4,651 15,352 12,000 12,000 0.0% **Total Planning Administration 399,675 388,944 382,600 396,700 3.7% 2014 General Fund Budget Planning Administration (1420) 47 Senior Commission Mission Statement Serve as an advisory body to the City Council in addressing the special needs of the people over 55 living in Chanhassen. The Senior Commission makes recommendations to the City Council regarding the special needs of seniors in the areas of transportation, information and assistance, independent living in the home, social and recreational programs, senior center and senior housing. Strategies/Services ADVISE – Make recommendations to the City Council on senior needs. COORDINATE SERVICES – Manage the contract with CAP agency for the congregate dinning service, work with other agencies including Carver County Office of Aging. Budget Highlights & Future Trends This budget reflects a 1.8 percent increase. Monitor the senior population and their needs. Contract with CAP agency to provide senior dining options. 2014 Goals Continue ongoing efforts to enhance mobility and transportation, increase volunteerism and involvement in community events. Work on a partnership with Southwest Transit to identify better transportation routes for seniors. Educate the public on housing and Universal Design for caregivers/family by offering workshops in 2014. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget Senior Planner .25 .25 .25 .25 Total .25 .25 .25 .25 48 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 18,180 18,576 18,500 19,000 2.7% 4030 Contributions-Retirement 2,659 2,715 2,800 2,900 3.6% 4040 Contributions-Insurance 1,824 1,851 2,000 2,000 0.0% 4050 Workers Compensation 22 111 100 100 0.0% *Total Personal Services 22,685 23,253 23,400 24,000 2.6% 4300 Fees, Services 8,619 8,631 9,000 9,000 0.0% 4370 Travel & Training 61 105 200 200 0.0% 4375 Promotional Expense - 447 500 500 0.0% 4933 Sales Tax - 31 - - 0.0% *Total Contractual Services 8,680 9,213 9,700 9,700 0.0% **Total Senior Commission 31,365 32,466 33,100 33,700 1.8% 2014 General Fund Budget Senior Commission (1430) 49 Park and Recreation Commission Mission Statement The Park and Recreation Commission provides recommendations and advice to the City Council regarding parks, recreation and leisure services. The Commission is comprised of seven members appointed by the City Council for staggered three-year terms. Strategies/Services COMPREHENSIVE PLAN – Prepare a comprehensive Parks and Open Space Plan for the future development of the City park and recreation system, to be submitted to the City Council for implementation. Maintain said plan and recommend amendments of the plan to the City Council, as may become necessary or desirable. CAPITAL IMPROVEMENT PROGRAM – Prepare an annual 5-year Park and Trail Acquisition and Development Capital Improvement Plan for delivery to the City Council. ADVISORY BODY – To act in an advisory capacity to the City Council in all matters relating to parks and recreation in the City. Budget Highlights & Future Trends The Commission will focus future efforts on an update of the comprehensive plan, completion of the City’s comprehensive trail system, continued growth in our recreation programming services, and partnerships as a means of advancing parks and recreation within the community. 2014 Goals Successfully complete the 2014 Park and Trail Acquisition and Development Capital Improvement Plan. Engage citizens in all aspects of parks and recreation within the community. 50 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4130 Supplies-Program - - 100 100 0.0% 4210 Books & Periodicals - - 100 100 0.0% *Total Materials & Supplies - - 200 200 0.0% 4340 Printing & Publishing 1,878 1,998 1,700 1,700 0.0% 4360 Subscriptions & Memberships - - 500 500 0.0% 4370 Travel & Training 433 220 400 400 0.0% *Total Contractual Services 2,311 2,218 2,600 2,600 0.0% **Total Park and Rec Commission 2,311 2,218 2,800 2,800 0.0% 2014 General Fund Budget Park and Recreation Commission (1510) 51 Park and Recreation Administration Mission Statement The Park and Recreation Department’s primary purpose is to provide a comprehensive parks and recreation program including park planning and development, maintenance of the trail system and park and recreation facilities and leisure service programs with the goal of enhancing the quality of life in the City and promoting a stronger sense of community. Strategies/Services PARKS AND OPEN SPACE – Promote maximum public use and access to public facilities by those who live and work within the community. COMPREHENSIVE TRAIL SYSTEM – Construct and maintain a community-wide interconnected trail system. COMPREHENSIVE PLAN – Manage the implementation and update of the Parks and Open Space section of the comprehensive plan. RECREATION PROGRAMS – Provide high quality programs, lessons and leagues that meet the needs of the community. SENSE OF COMMUNITY – Provide for the social, recreational, educational, psychological and physical needs of residents and promote their participation in all aspects of community life. Budget Highlights & Future Trends This budget includes a 3.3% increase over the 2013 budget attributable to personal services. Future trends in administration will continue to focus on maximizing the efficiency of resources available for parks and recreation and the continued use of volunteers. 2014 Goals Manage successful completion of 2014 Park and Trail CIP. Maintain a work environment in which continuous improvement is realized through open and honest communication and feedback. Successfully orient the new Park Superintendent. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget Park and Recreation Director 1 1 1 1 Total 1 1 1 1 52 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 102,173 104,603 104,100 107,200 3.0% 4030 Contributions-Retirement 14,602 14,963 15,500 16,000 3.2% 4040 Contributions-Insurance 11,957 12,153 13,300 14,500 9.0% 4050 Workers Compensation 124 626 200 700 250.0% *Total Personal Services 128,855 132,345 133,100 138,400 4.0% 4120 Supplies-Equipment 231 14 300 300 0.0% 4130 Supplies-Program - 35 100 100 0.0% 4210 Books & Periodicals - - 100 100 0.0% 4240 Uniforms & Clothing - - 100 100 0.0% *Total Materials & Supplies 231 48 600 600 0.0% 4300 Fees, Services 574 619 800 800 0.0% 4310 Telephone 1,589 1,541 1,500 800 (46.7%) 4330 Postage 3,639 - - - 0.0% 4340 Printing & Publishing 12,442 - - - 0.0% 4360 Subscriptions & Memberships 1,890 2,754 1,900 1,900 0.0% 4370 Travel & Training 1,826 2,488 3,100 3,100 0.0% 4380 Mileage 136 39 100 100 0.0% 4933 Sales Tax - 4 - - 0.0% *Total Contractual Services 22,097 7,444 7,400 6,700 (9.5%) **Total Park and Rec Admin.151,183 139,838 141,100 145,700 3.3% 2014 General Fund Budget Park and Recreation Administration (1520) 53 Recreation Center Mission Statement The mission of the Chanhassen Recreation Center is to enrich the lives of Chanhassen residents by providing a safe environment for residents to enjoy health and wellness programs, recreational and sports programs for all ages, and serving as a host site for a variety of community events and celebrations. The Recreation Center enhances the quality of life within the City by offering large and convenient facilities that accommodate athletic events and tournaments, conferences and special meetings for area residents and businesses. Strategies/Services FITNESS – Provide equipment, facilities, and personal training services for physical activities for Chanhassen residents. ROOM RENTALS – Provide the gymnasium, meeting rooms, studio and conference rooms for area residents and businesses to host meetings, events and activities. DANCE FOR FUN – Offer a quality, full service, dance program for ages 3 through adult. YOUTH AND ADULT ACTIVITIES – Coordinate recreational activities for children through senior citizens. Budget Highlights & Future Trends The budget reflects an increase in Utilities expense of 5.7% to meet utility expense increases. Future trends in Recreation Centers focus on increasing programming across all age segments. Expanding community marketing through events and activities. 2014 Goals Continue to research and expand Senior/Baby Boomer Fitness program offerings. Increase fitness/wellness program to include group training offerings for teens. Add a parent/child tumbling and movement class for children 18 months to 3 years old. Investigate additional energy saving measures for the Chanhassen Recreation Center. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget Recreation Center Manager 1 1 1 1 Total 1 1 1 1 54 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 54,374 55,420 56,300 58,000 3.0% 4020 Salaries & Wages-Temp 110,563 109,436 119,000 119,000 0.0% 4030 Contributions-Retirement 23,845 23,600 26,300 27,200 3.4% 4040 Contributions-Insurance 7,236 7,348 8,000 8,500 6.3% 4050 Workers Compensation 3,073 4,512 3,200 1,700 (46.9%) 4060 Unemployment 221 245 - - 0.0% *Total Personal Services 199,312 200,561 212,800 214,400 0.8% 4120 Supplies-Equipment 2,702 1,870 3,000 3,000 0.0% 4130 Supplies-Program 36,904 29,328 40,000 40,000 0.0% 4150 Maintenance Materials 132 232 500 500 0.0% 4240 Uniforms & Clothing 435 276 500 500 0.0% *Total Materials & Supplies 40,173 31,706 44,000 44,000 0.0% 4300 Fees, Services 36,394 40,707 40,000 40,000 0.0% 4310 Telephone 214 211 800 300 (62.5%) 4320 Utilities 32,766 35,708 35,000 37,000 5.7% 4360 Subscriptions & Memberships 240 263 300 300 0.0% 4370 Travel & Training 400 40 400 400 0.0% 4375 Promotional Expense 1,139 617 1,600 1,000 (37.5%) 4510 Repair & Maintenance-Building 669 689 1,500 800 (46.7%) 4530 Repair & Maintenance-Equip 1,076 400 1,700 1,100 (35.3%) 4590 Misc. Contractual Services 1,425 - 1,500 1,500 0.0% 4933 Sales Tax 212 534 - - 0.0% *Total Contractual Services 74,534 79,168 82,800 82,400 (0.5%) **Total Recreation Center 314,019 311,436 339,600 340,800 0.4% 2014 General Fund Budget Recreation Center (1530) 55 Lake Ann Park Operations Mission Statement Lake Ann Park’s mission is to enrich the lives of our citizens by offering quality active and passive recreational opportunities while preserving the natural beauty of our most popular community park for future generations. We strive to offer something for everyone. Strategies/Services CONCESSION FOOD SALES – Operate beachfront concession operation to improve the community’s overall Lake Ann experience. WATERCRAFT RENTALS – A variety of rental boats are available for the community to explore Lake Ann during the summer months. LIFEGUARD SERVICES – Lifeguard services are contracted through the Minnetonka School District (Minnetonka Aquatics) which provides lifeguards daily at Lake Ann during the summer months. Budget Highlights & Future Trends Operation of the Lake Ann concession stand and watercraft rentals. Provides supplies needed to operate the concession building. Administer the Lake Ann beach lifeguard contract with Minnetonka Aquatics. Revenues offset 40% of expenses in this budget. 2014 Goals Provide leadership in coordinating all components of the Lake Ann concession and watercraft rental operation. Continue to work with Minnetonka Aquatics to provide lifeguards for a safe environment at Lake Ann beach. Introduce paddleboard rentals as part of the watercraft rental operation. 56 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4020 Salaries & Wages-Temp 5,679 6,133 8,000 8,000 0.0% 4030 Contributions-Retirement 434 469 500 500 0.0% 4050 Workers Compensation 161 170 200 200 0.0% *Total Personal Services 6,275 6,773 8,700 8,700 0.0% 4130 Supplies-Program 7,308 10,763 8,000 8,000 0.0% 4240 Uniforms & Clothing - 200 200 200 0.0% *Total Materials & Supplies 7,308 10,963 8,200 8,200 0.0% 4300 Fees, Services 26,845 41,656 30,000 32,000 6.7% 4310 Telephone 1,081 1,360 1,500 1,400 (6.7%) 4320 Utilities 10,375 9,197 13,000 10,000 (23.1%) 4340 Printing & Publishing 267 - 400 400 0.0% 4933 Sales Tax - 453 - - 0.0% *Total Contractual Services 38,569 52,667 44,900 43,800 (2.4%) **Total Lake Ann Park Operations 52,152 70,402 61,800 60,700 (1.8%) 2014 General Fund Budget Lake Ann Park Operations (1540) 57 Park Maintenance Mission Statement The Park Maintenance department will provide safe, clean and beautiful parks and facilities along with high-quality leisure activities for all residents and visitors to the City park system. These services shall enhance health and well-being and promote economic vitality for long-term community sustainability. We will also continue to maintain the downtown business area and City Center Park to high professional standards. Strategies/Services TRAIL SYSTEM – Maintain City trail system to the highest standard possible by providing year round access. Selective tree pruning and removal will be done when necessary to ensure these trail systems are as safe as possible for all Chanhassen residents. PLAYGROUND – Provide residents with the safest playground equipment possible by doing weekly inspections of all equipment throughout the summer and attending to broken or vandalized items. SNOWPLOWING – Clear trails of snow to allow for uninterrupted use twelve months a year. Plow all parking lots at City buildings. Budget Highlights & Future Trends 0 The 2014 budget will show a total increase of $17,600 (1.9%). This increase is attributed to a 2.7% increase in personal services. Additional pedestrian trails continue to be added to our system, which in turn modifies the distribution of Park Maintenance Labor and Materials. Neighborhood and community parks also continue to expand, increasing the need for maintenance supplies and materials. 2014 Goals Finish construction of Pioneer Pass Park by completing playground installation, park shelter and basketball poles. Work closely with the City Forester to develop a long term plan to monitor all Ash trees for EAB activity. Complete construction of “Highover” stairway connector. Expansion of Pioneer Cemetery – Start tree removal throughout the winter months and begin grading and shaping when the weather allows in the spring. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget Park Superintendent 1 1 1 1 Park Foreman 1 1 1 1 Heavy Equipment Operator 1 1 1 1 Park Laborer/Light Equip. Operator 4 4 4 4 Public Works Secretary .25 .25 .25 .25 Total 7.25 7.25 7.25 7.25 58 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 467,741 474,437 468,600 483,000 3.1% 4011 Overtime-Reg 20,797 9,497 20,000 20,000 0.0% 4020 Salaries & Wages-Temp 88,022 103,642 101,100 105,000 3.9% 4021 Overtime-Temp 3,375 3,592 4,000 4,000 0.0% 4030 Contributions-Retirement 76,816 77,352 78,500 72,000 (8.3%) 4040 Contributions-Insurance 75,257 76,310 83,700 91,000 8.7% 4050 Workers Compensation 10,307 15,808 11,800 13,800 16.9% 4060 Unemployment 815 116 - - 0.0% *Total Personal Services 743,130 760,754 767,700 788,800 2.7% 4120 Supplies-Equipment 44,996 40,791 36,500 37,500 2.7% 4130 Supplies-Program 5 42 - - 0.0% 4140 Supplies-Vehicles 5,418 3,883 4,600 4,600 0.0% 4150 Maintenance Materials 39,329 27,356 31,000 28,000 (9.7%) 4151 Irrigation Materials 3,270 3,848 3,000 3,200 6.7% 4170 Motor Fuels & Lubricants 453 - - - 0.0% 4240 Uniforms & Clothing 1,827 2,869 2,800 2,800 0.0% 4260 Small Tools & Equipment 182 864 2,000 1,000 (50.0%) *Total Materials & Supplies 95,479 79,652 79,900 77,100 (3.5%) 4300 Fees, Services 22,377 42,502 22,000 21,500 (2.3%) 4310 Telephone 2,829 5,066 2,700 5,000 85.2% 4320 Utilities 10,507 12,612 12,500 12,600 0.8% 4340 Printing & Publishing 275 - 400 400 0.0% 4350 Cleaning & Waste Removal 5,484 5,581 6,500 5,600 (13.8%) 4360 Subscriptions & Memberships - - 400 400 0.0% 4370 Travel & Training 1,487 393 1,000 1,000 0.0% 4400 Rental-Land & Buildings 32,512 29,101 32,500 31,000 (4.6%) 4410 Rental-Equipment 1,481 505 1,000 1,000 0.0% 4440 License & Registration 45 384 300 300 0.0% 4510 Repair & Maintenance-Building 3,832 1,686 2,500 2,500 0.0% 4520 Repair & Maintenance-Vehicles 1,086 - 500 500 0.0% 4530 Repair & Maintenance-Equip 6,498 10,954 5,000 6,600 32.0% 4560 Repair & Maintenance-Signs 1,013 613 3,000 1,200 (60.0%) 4933 Sales Tax 216 477 - - 0.0% *Total Contractual Services 89,639 109,875 90,300 89,600 (0.8%) 4705 Other Equipment 5,044 4,068 4,000 4,000 0.0% *Total Capital Outlay 5,044 4,068 4,000 4,000 0.0% **Total Park Maintenance 933,292 954,349 941,900 959,500 1.9% 2014 General Fund Budget Park Maintenance (1550) 59 Senior Citizens Center Mission Statement The Senior Center will maintain a setting which is inviting and enhances the quality of life and use of leisure time for seniors. The Senior Center strives to provide a variety of programs and classes of interest for seniors of all ages and is a fun, welcoming place for people to meet and greet old and new friends. Strategies/Services PROGRAMMING – Maintain and provide daily activities, clubs, services, trips and programs that are relevant and affordable to all participants while also looking to attract new participants. SPECIAL EVENTS – Plan, coordinate and implement quality and affordable events. HEALTH & WELLNESS – Plan and implement relevant programs, classes and services for individuals age 55 and older where they can grow, learn and embrace positive aging and feel part of the community. Budget Highlights & Future Trends This budget reflects no significant changes or highlights for 2014. The budget allows the Senior Center Coordinator the ability to plan and implement a variety of year-round programs, special events, monthly tours, and health and wellness activities, classes and recreation opportunities for older adults. Keeps current on new trends and offers programs and services to meet and address changing needs. Older adults are moving out of their large family homes and/or relocating to Chanhassen due to the large variety of life-cycle housing as well as to be closer to their adult children. 2014 Goals Work in conjunction with the Senior Commission and the Senior Center Advisory Board to plan and implement a variety of programs and activities for Older American Month. Explore and secure new community financial sponsors for Senior Center events. Increase health and wellness activities offerings. Develop a database for multiple electronic transmissions (i.e. newsletter, e-blasts and special event announcements) while also posting more on social media outlets. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget Senior Center Coordinator .70 .70 .70 .70 Total .70 .70 .70 .70 60 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 38,525 39,280 44,000 43,000 (2.3%) 4030 Contributions-Retirement 5,738 5,820 6,000 6,200 3.3% 4040 Contributions-Insurance 295 295 300 300 0.0% 4050 Workers Compensation 47 240 100 300 200.0% *Total Personal Services 44,606 45,635 50,400 49,800 (1.2%) 4120 Supplies-Equipment 102 - 300 300 0.0% 4130 Supplies-Program 3,183 3,111 3,000 3,000 0.0% *Total Materials & Supplies 3,285 3,111 3,300 3,300 0.0% 4300 Fees, Services 14,328 23,004 19,000 19,000 0.0% 4340 Printing & Publishing - 19 100 100 0.0% 4350 Cleaning & Waste Removal 85 128 200 200 0.0% 4360 Subscriptions & Memberships 85 94 100 100 0.0% 4370 Travel & Training 163 403 300 300 0.0% 4375 Promotional Expense 25 36 100 100 0.0% 4380 Mileage 103 30 100 100 0.0% 4933 Sales Tax 3 - - - 0.0% *Total Contractual Services 14,793 23,714 19,900 19,900 0.0% **Total Senior Citizens Center 62,684 72,460 73,600 73,000 (0.8%) 2014 General Fund Budget Senior Citizens Center (1560) 61 Recreation Programs Mission Statement To provide year-round recreational programming that reflects a variety of interests in the community and develops a social, physical, cultural, and aesthetic quality of life for our citizens. These programs are funded by a combination of affordable fees, property tax levy, and community sponsorship program. Strategies/Services COMMUNITY EVENTS – Chanhassen has a deep tradition of planning and hosting special events and recreational opportunities for our residents. This budget gives the financial tools to provide this service. SUMMER DISCOVERY PLAYGROUND – Coordinate traditional playground programs that offer weekly activities in Chanhassen parks. SUMMER CONCERT SERIES – Provide a weekly concert series to the community to enrich their lives through music. SEASONAL WAGES – Includes all wages for playground program, warming house and skate park attendants and recreation intern. ADAPTIVE RECREATION – Manage the adaptive recreation contract through Reach For Resources to provide recreational opportunities for Chanhassen residents. Budget Highlights & Future Trends Budget includes a small decrease (6.3%) in fees for service to reflect actual spending. 2014 Goals Continue the tradition of offering annual community events to residents and visitors of the community. Operate Summer Discovery Playground Program as a revenue generating program. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget Recreation Superintendent .80 .80 .80 .80 Recreation Supervisor .80 .80 .80 .80 Total 1.60 1.60 1.60 1.60 62 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 91,429 94,192 94,600 97,500 3.1% 4020 Salaries & Wages-Temp 49,676 43,172 54,500 54,500 0.0% 4021 Overtime-Temp 299 404 1,100 500 (54.5%) 4030 Contributions-Retirement 17,265 17,334 18,000 18,500 2.8% 4040 Contributions-Insurance 8,608 8,665 9,200 9,500 3.3% 4050 Workers Compensation 1,047 1,959 1,200 700 (41.7%) *Total Personal Services 168,324 165,726 178,600 181,200 1.5% 4120 Supplies-Equipment 1,590 2,216 2,000 2,000 0.0% 4130 Supplies-Program 13,979 16,270 15,600 15,600 0.0% 4240 Uniforms & Clothing 4,871 1,488 1,500 1,900 26.7% *Total Materials & Supplies 20,440 19,974 19,100 19,500 2.1% 4300 Fees, Services 46,050 45,213 54,400 51,000 (6.3%) 4310 Telephone 1,864 1,627 2,100 2,100 0.0% 4320 Utilities 2,961 2,454 3,000 2,800 (6.7%) 4340 Printing & Publishing 5,073 5,989 4,900 5,300 8.2% 4370 Travel & Training 325 108 500 500 0.0% 4380 Mileage 37 - 100 100 0.0% 4400 Rental-Land & Buildings 8,158 6,165 7,000 7,000 0.0% 4410 Rental-Equipment 23,034 23,541 26,700 26,700 0.0% 4933 Sales Tax 227 117 - - 0.0% *Total Contractual Services 87,728 85,214 98,700 95,500 (3.2%) **Total Recreation Programs 276,493 270,914 296,400 296,200 (0.1%) 2014 General Fund Budget Recreation Programs (1600) 63 Self-Supporting Programs Mission Statement Self-Supporting programs are offered to enhance the overall physical and recreational needs of the public by constructive use of leisure time for youth and adults through programs offerings. Strategies/Services ADULT SPORTS – Create a healthy lifestyle while promoting positive competition and social interaction for summer/fall softball and 3-on-3 basketball. YOUTH PROGRAMS – Coordinate youth social programs such as Dance Party on Ice, Daddy/Daughter Sweetheart Dance and ChanJam. SPORTING CAMPS – Coordinate and manage a wide variety of camps such as Skyhawks, Sports Unlimited and 3rd Lair Skate Boarding. Budget Highlights & Future Trends Reflects an overall decrease of 3.7%, with decreases to supplies and contractual services. 2014 Goals Increase program offerings for teenagers through additional day trips. Offer a variety of sporting lessons and themed week long camps. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget Recreation Superintendent .20 .20 .20 .20 Recreation Supervisor .20 .20 .20 .20 Total .40 .40 .40 .40 64 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 22,857 23,548 23,700 24,400 3.0% 4020 Salaries & Wages-Temp 2,792 2,671 3,000 3,000 0.0% 4030 Contributions-Retirement 3,619 3,704 3,800 4,000 5.3% 4040 Contributions-Insurance 2,152 2,167 2,300 2,300 0.0% 4050 Workers Compensation 76 215 100 200 100.0% *Total Personal Services 31,496 32,304 32,900 33,900 3.0% 4120 Supplies-Equipment 285 - - - 0.0% 4130 Supplies-Program 6,214 7,293 7,700 7,200 (6.5%) *Total Materials & Supplies 6,499 7,293 7,700 7,200 (6.5%) 4300 Fees, Services 25,461 20,191 27,000 24,000 (11.1%) 4933 Sales Tax 32 23 - - 0.0% *Total Contractual Services 25,493 20,214 27,000 24,000 (11.1%) **Total Self-Supporting Programs 63,488 59,811 67,600 65,100 (3.7%) 2014 General Fund Budget Self-Supporting Programs (1700) 65 Recreation Sports Mission Statement The Recreation Sports program will provide fun and affordable recreational sports opportunities to preschool and school-age children. These sports are instructed in a safe, educational, and healthy environment utilizing staff and parent volunteers to enhance the children’s learning and growth. Strategies/Services PRESCHOOL SPORTS – Offer 3 to 6-year olds the opportunity to develop large motor skills through games and activities related to a particular sport, where the focus is on skill development, fundamentals, and sportsmanship. AFTER SCHOOL SPORTS – Provide youth ages 7-11 the opportunity to participate in a recreational sports setting immediately after school, where exercise, skill development, and sportsmanship is emphasized in a wide variety of sports. SPORTS CAMPS – Allows children to experience multiple sports in a week-long camp, where they learn new fundamentals and skills in a social atmosphere. Budget Highlights & Future Trends The budget reflects an increase to Salaries & Wages to increase the pay of the Recreation Sports Coordinator to establish consistency in the program. The Recreation Sports program is a revenue generating program, where all expenses are offset by registration fees. 2014 Goals Continue to expand the Recreation Sports program by offering additional week-long sports camps during the summer months for youth of all ages. Expand the variety of non-traditional sports offered at all age levels. 66 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4020 Salaries & Wages-Temp 6,802 10,970 12,000 15,000 25.0% 4021 Overtime-Temp - 57 - - 0.0% 4030 Contributions-Retirement 566 1,073 1,000 1,000 0.0% 4050 Workers Compensation 188 269 200 200 0.0% *Total Personal Services 7,556 12,369 13,200 16,200 22.7% 4120 Supplies-Equipment 127 566 500 500 0.0% 4130 Supplies-Program 3,419 4,225 3,500 3,500 0.0% 4240 Uniforms & Clothing 5,290 3,801 4,800 4,800 0.0% *Total Materials & Supplies 8,835 8,592 8,800 8,800 0.0% 4300 Fees, Services 98 - - - 0.0% 4375 Promotional Expenses 288 242 300 300 0.0% 4933 Sales Tax 26 12 - - 0.0% *Total Contractual Services 412 254 300 300 0.0% **Total Recreation Sports 16,804 21,214 22,300 25,300 13.5% 2014 General Budget Fund Recreation Sports (1800) 67 This page intentionally left blank. 68 Special Revenue Funds Special Revenue Funds are established to account for taxes and other revenues designated for a particular purpose by legislation or by the payer of the funds. 69 10% Charitable Contribution Mission Statement The charitable contribution fund will use the 10% of gambling proceeds, provided by the American Legion Pull Tab collections, for public safety equipment purchases or public safety training. The fund will use the public resources to enhance and promote the expansion of public safety (police or fire services) training or equipment purchases for the betterment of those departments. Strategies/Services FIREFIGHTER TRAINING – Provide additional training for the City’s paid on call fire department. FIREFIGHTING EQUIPMENT – Purchase additional essential equipment that enhances the safety of the fire department. Budget Highlights & Future Trends There are no changes to the 2014 budget. 2014 Goals Continue to fund training to ensure effectiveness in responding to emergencies. Continue leadership development program via ongoing training of current officers. Deliver an officer candidate school to develop bench strength for firefighters to be able to step into officer positions in the future. 70 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) Revenue 3801 Interest Earnings 1,483 410 1,000 500 (50.0%) 3807 Donations 25,010 15,208 22,000 17,000 (22.7%) *Total Other Revenue 26,493 15,618 23,000 17,500 (23.9%) **Total Revenue 26,493 15,618 23,000 17,500 (23.9%) Expenditures 4370 Travel & Training 17,500 30,830 30,000 30,000 0.0% *Total Contractual Services 17,500 30,830 30,000 30,000 0.0% **Total Expenditures 17,500 30,830 30,000 30,000 0.0% Revenue Over/(Under) Expenditures 8,993 (15,212) (7,000) (12,500) 2014 Special Revenue Funds 201 10% Charitable Contribution 71 Cable TV Mission Statement The Cable TV Fund will provide communication and education to residents via programming on Channel 8. Through this programming, the City is dedicated to improving public education and communication. Strategies/Services BROADCAST MEETINGS – All City Council and Planning Commission meetings are broadcast live as well as rebroadcast on Channel 8. PUBLIC INFORMATION BOARD – Operate a bulletin board that advertises events and important information on behalf of the City, Library, Schools, and area non-profits. Budget Highlights & Future Trends Increase in Fees for Service and Other Equipment to match actual spending and account for needed system maintenance and updates. 2014 Goals Implement 2013 Franchise Renewal with Mediacom. Continue to improve broadcast experience for home viewers. Build awareness of YouTube channel. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget Assistant City Manager .25 .25 .25 .25 City Recorder 1 1 1 1 Total 1.25 1.25 1.25 1.25 72 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) Revenue 3080 Franchise Fees 193,462 189,375 200,000 190,000 (5.0%) 3081 PEG Fees 38,199 29,160 25,000 - (100.0%) *Total General Property Tax 231,661 218,535 225,000 190,000 (15.6%) 3801 Interest Earnings 23,475 8,232 2,000 2,000 0.0% 3903 Refunds/Reimbursements 855 47 - - 0.0% 3910 Miscellaneous Revenue 625,000 - - - 0.0% *Total Other Revenue 649,330 8,279 2,000 2,000 0.0% **Total Revenue 880,991 226,814 227,000 192,000 (15.4%) Expenditures 4010 Salaries & Wages-Reg 67,999 69,845 73,800 76,000 3.0% 4030 Contributions-Retirement 9,900 10,283 10,800 11,400 5.6% 4040 Contributions-Insurance 8,112 8,215 8,800 9,200 4.5% 4050 Workers Compensation 82 428 100 400 300.0% *Tiotal Personal Services 86,094 88,771 93,500 97,000 3.7% 4120 Supplies-Equipment 9,662 412 5,000 5,000 0.0% *Total Materials & Supplies 9,662 412 5,000 5,000 0.0% 4300 Fees, Services 44,248 55,867 8,000 20,000 150.0% 4340 Printing & Publishing - - 500 500 0.0% 4370 Travel & Training - 250 100 300 200.0% 4483 Liability Insurance 1,500 1,500 1,500 1,500 0.0% 4933 Sales Tax 10 424 - - 0.0% *Total Contractual Services 45,758 58,041 10,100 22,300 120.8% 4705 Other Equipment 24,080 48,661 3,000 20,000 566.7% 4706 Other Improvements 6,640 - - - 0.0% *Total Capital Outlay 30,720 48,661 3,000 20,000 566.7% **Total Expenditures 172,233 195,885 111,600 144,300 29.3% Revenue Over/(Under) Expenditures 708,757 30,929 115,400 47,700 2014 Special Revenue Funds 210 Cable TV 73 This page intentionally left blank. 74 Enterprise Funds Enterprise Funds account for the operation of the sewer and water utilities and surface water management. These funds use the accrual method of accounting, because they are run like independent businesses. Taxes and their revenues are designated for a particular purpose by legislation or by the payer of the funds. 75 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 3510 Grants-State 9,393 2,831 - - 0.0% *Total Intergovernmental Rev 9,393 2,831 - - 0.0% 3661 Water Usage 2,497,737 2,998,495 2,525,000 2,725,000 7.9% 3662 Utility Penalties 55,238 69,419 60,000 65,000 8.3% 3664 Sale of Meters & Parts 54,898 62,250 40,000 50,000 25.0% 3666 Bulk Water Sales 3,454 1,694 5,000 3,500 (30.0%) 3806 Hook Up Fees 735,898 987,642 700,000 700,000 0.0% *Total Current Services 3,347,225 4,119,499 3,330,000 3,543,500 6.4% 3801 Interest Earnings 95,478 46,956 70,000 45,000 (35.7%) 3903 Refunds/Reimbursements 254 15,027 5,000 5,000 0.0% *Total Other Revenue 95,732 61,984 75,000 50,000 (33.3%) **Total Revenue 3,452,350 4,184,313 3,405,000 3,593,500 5.5% Revenue Over/(Under) Expenditures 2,171,408 2,918,301 2,133,700 2,292,100 2014 Enterprise Funds 700 Water Utility Revenue 76 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 377,180 398,650 380,000 405,000 6.6% 4011 Overtime-Reg 19,794 13,946 15,000 15,000 0.0% 4012 Stand-By Pay 6,338 6,421 6,500 6,500 0.0% 4020 Salaries & Wages-Temp 17,838 13,772 16,000 16,000 0.0% 4021 Overtime-Temp 219 80 - - 0.0% 4030 Contributions-Retirement 58,824 60,621 60,000 62,000 3.3% 4040 Contributions-Insurance 64,693 64,609 67,000 67,000 0.0% 4050 Workers Compensation 18,860 10,750 25,000 14,000 (44.0%) 4060 Unemployment 519 2,213 - - 0.0% *Total Personal Services 564,264 571,061 569,500 585,500 2.8% 4120 Supplies-Equipment 5,869 8,192 10,000 9,000 (10.0%) 4140 Supplies-Vehicles 2,218 6,265 5,400 5,400 0.0% 4150 Maintenance Materials 29,020 25,164 24,000 26,000 8.3% 4160 Chemicals 115,192 106,809 140,000 114,000 (18.6%) 4170 Motor Fuels & Lubricants 16,597 19,855 15,000 19,500 30.0% 4240 Uniforms & Clothing 2,807 2,337 2,200 2,400 9.1% 4250 Merchandise for Resale 84,463 70,196 60,000 70,000 16.7% 4260 Small Tools & Equipment 3,319 3,483 3,000 3,300 10.0% *Total Materials & Supplies 259,487 242,300 259,600 249,600 (3.9%) 4300 Fees, Services 20,302 38,007 42,000 44,300 5.5% 4301 Auditing 6,000 6,000 6,000 6,000 0.0% 4310 Telephone 8,392 9,042 8,000 9,100 13.8% 4320 Utilities 232,301 244,986 235,000 249,000 6.0% 4330 Postage 7,753 7,536 6,500 7,700 18.5% 4340 Printing & Publishing 3,863 2,049 1,600 2,200 37.5% 4350 Cleaning & Waste Removal - 17 400 400 0.0% 4360 Subscriptions & Memberships 718 329 400 400 0.0% 4370 Travel & Training 2,121 8,033 4,000 4,000 0.0% 4410 Rental-Equipment 6,546 8,710 3,000 8,000 166.7% 4440 License & Registration 37 152 - - 0.0% 4483 Insurance-General Liability 13,000 13,000 13,000 13,000 0.0% 4509 Remit to Other Agencies 63,536 64,953 70,000 66,000 (5.7%) 4510 Repair & Maintenance-Building 12,215 6,778 10,000 10,000 0.0% 4520 Repair & Maintenance-Vehicles 797 842 200 800 300.0% 4530 Repair & Maintenance-Equip 50,420 59,408 42,000 50,000 19.0% 4550 Repair & Maintenance-Water 131,219 119,567 120,000 123,000 2.5% 4552 Emergency Repairs-Water 104,798 82,429 100,000 100,000 0.0% 4901 Refunds/Reimbursements 23 - - - 0.0% 4933 Sales Tax 709 909 700 - (100.0%) *Total Contractual Services 664,750 672,747 662,800 693,900 4.7% **Total Expenditures 1,488,500 1,486,107 1,491,900 1,529,000 2.5% 2014 Enterprise Funds 700 Water Utility Expenditures Summary (Total of 7000 and 7019) 77 Water Utility - Administration Mission Statement The Water Utility department will provide a safe, reliable, efficient and cost-effective water operation system to meet the needs of the residents and businesses now and into the future. Strategies/Services REPAIR AND MAINTENANCE – Repair and maintain the water distribution system which includes wells, storage reservoirs and watermains. Major repairs are programmed in the Capital Improvement Program. Most emergency repairs are done by City staff. WATER FLUSHING – Flushing of the water distribution system is done twice a year. This operation helps remove mineral build-up in the water distribution system and also checks hydrants and gate valves to ensure they are operating properly. WATER LOCATES – Complete approximately 4,500 utility locate calls annually. The City is required to locate its utilities that are in close proximity to excavation areas. EMERGENCY WATERMAIN BREAKS – Watermain breaks occur in older areas of the distribution system. A member of the Utility department is on-call 24/7 to respond to any water distribution system-related emergency. Budget Highlights & Future Trends Utility costs are expected to increase by 5% or more in 2014. In addition, we adjusted this line item to be more in line with actual costs. In 2012, staff responded to 124 calls to the on-call pager and approximately 152 in 2013. The new water radios will help provide better customer service to the community. 2014 Goals Successfully complete the remaining Water Meter Radio replacements in house. Look for opportunities to remove the Melody Hills Tower cost effectively. Complete more hydrant maintenance and painting than in 2013. Continue valve exercising program to prevent reactionary watermain valve failures. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget City Manager .10 .10 .10 .10 Public Works Director/City Engineer .125 .125 .125 .125 Finance Director .125 .125 .125 .125 Utility Superintendent .50 .50 .50 .50 Assistant Utility Superintendent .50 .50 .50 .50 Assistant Finance Director .05 .05 .05 .05 Water Production Technician 1 1 1 1 Utility Operator 2 2 2 2 Utility Technician .50 .50 .50 .50 Account Clerk .30 .30 .30 .30 Public Works Secretary .125 .125 .125 .125 Total 5.325 5.325 5.325 5.325 78 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 377,180 398,650 380,000 405,000 6.6% 4011 Overtime-Reg 19,794 13,946 15,000 15,000 0.0% 4012 Stand-By Pay 6,338 6,421 6,500 6,500 0.0% 4020 Salaries & Wages-Temp 17,838 13,772 16,000 16,000 0.0% 4021 Overtime-Temp 219 80 - - 0.0% 4030 Contributions-Retirement 58,824 60,621 60,000 62,000 3.3% 4040 Contributions-Insurance 64,693 64,609 67,000 67,000 0.0% 4050 Workers Compensation 18,860 10,750 25,000 14,000 (44.0%) 4060 Unemployment 519 2,213 - - 0.0% *Total Personal Services 564,264 571,061 569,500 585,500 2.8% 4120 Supplies-Equipment 5,861 7,240 9,200 8,200 (10.9%) 4140 Supplies-Vehicles 2,218 6,265 5,400 5,400 0.0% 4150 Maintenance Materials 22,337 17,962 17,000 19,000 11.8% 4160 Chemicals 22,359 3,266 35,000 4,000 (88.6%) 4170 Motor Fuels & Lubricants 15,863 15,165 10,500 15,000 42.9% 4240 Uniforms & Clothing 2,807 2,337 2,200 2,400 9.1% 4250 Merchandise for Resale 84,463 70,196 60,000 70,000 16.7% 4260 Small Tools & Equipment 2,988 3,174 2,700 3,000 11.1% *Total Materials & Supplies 158,896 125,604 142,000 127,000 (10.6%) 4300 Fees, Services 19,199 37,713 41,700 44,000 5.5% 4301 Auditing 6,000 6,000 6,000 6,000 0.0% 4310 Telephone 5,869 5,878 4,800 5,900 22.9% 4320 Utilities 142,288 154,164 144,000 156,000 8.3% 4330 Postage 7,753 7,536 6,500 7,700 18.5% 4340 Printing & Publishing 3,863 2,049 1,600 2,200 37.5% 4350 Cleaning & Waste Removal - 17 400 400 0.0% 4360 Subscriptions & Memberships 718 329 400 400 0.0% 4370 Travel & Training 2,121 8,033 4,000 4,000 0.0% 4410 Rental-Equipment 6,546 8,710 3,000 8,000 166.7% 4440 License & Registration 37 152 - - 0.0% 4483 Insurance-General Liability 13,000 13,000 13,000 13,000 0.0% 4509 Remit to Other Agencies 63,536 64,953 70,000 66,000 (5.7%) 4510 Repair & Maintenance-Building 10,713 3,887 7,500 7,500 0.0% 4520 Repair & Maintenance-Vehicles 797 842 200 800 300.0% 4530 Repair & Maintenance-Equip 40,650 54,654 37,000 45,000 21.6% 4550 Repair & Maintenance-Water 129,388 118,265 119,000 122,000 2.5% 4552 Emergency Repairs-Water 104,798 82,429 100,000 100,000 0.0% 4901 Refunds/Reimbursements 23 - - - 0.0% 4933 Sales Tax 484 737 700 - (100.0%) *Total Contractual Services 557,781 569,348 559,800 588,900 5.2% **Total Expenditures 1,280,941 1,266,012 1,271,300 1,301,400 2.4% 2014 Enterprise Funds 700 Water Utility Expenditures 7000 Administration 79 Water Utility East Water Treatment Facility Mission Statement The Water Utility department will provide a safe, reliable, efficient and cost-effective water production to meet the needs of the residents and businesses now and into the future. Strategies/Services WATER PRODUCTION – Meet water supply demands for a growing community; provide water to approximately 7,800 residential and business service connections. WATER TREATMENT – Provide treated water for the majority of the residents and businesses. The treatment plant removes iron and manganese from deep aquifer wells. Treated water is primarily provided in the low zone area of the City. WATER TESTING – The City tests the water daily to ensure it meets Minnesota Department of Health Standards. The City conducts over 1,300 water sample tests annually to ensure the highest quality water. Budget Highlights & Future Trends Ongoing chemical costs should be monitored as they continue to rise significantly into the future. 2014 Goals Successfully replace the remaining corroded weir boxes at the treatment plant. Upgrade the standby generator at the facility to meet new EPA regulations in order to continue our money saving peak shaving program with Xcel Energy. Explore replacement options of outdated SCADA system. 80 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4120 Supplies-Equipment 9 952 800 800 0.0% 4150 Maintenance Materials 6,683 7,202 7,000 7,000 0.0% 4160 Chemicals 92,833 103,543 105,000 110,000 4.8% 4170 Motor Fuels & Lubricants 734 4,690 4,500 4,500 0.0% 4260 Small Tools & Equipment 331 309 300 300 0.0% *Total Materials & Supplies 100,590 116,696 117,600 122,600 4.3% 4300 Fees, Services 1,103 293 300 300 0.0% 4310 Telephone 2,523 3,164 3,200 3,200 0.0% 4320 Utilities 90,013 90,822 91,000 93,000 2.2% 4510 Repair & Maintenance-Building 1,502 2,891 2,500 2,500 0.0% 4530 Repair & Maintenance-Equip 9,770 4,754 5,000 5,000 0.0% 4550 Repair & Maintenance-Water 1,832 1,302 1,000 1,000 0.0% 4933 Sales Tax 225 172 - - 0.0% *Total Contractual Services 106,969 103,399 103,000 105,000 1.9% **Total Expenditures 207,559 220,095 220,600 227,600 3.2% 2014 Enterprise Funds 700 Water Utility Expenditures 7019 East Water Treatment Facility 81 Sewer Utility Mission Statement The Sewer Utility department will provide an efficient, well-maintained and cost-effective sewer collection system to meet the needs of the growing community. Strategies/Services OPERATE AND MAINTAIN SANITARY COLLECTION SYSTEM – The City maintains over 125 miles of sewers. SEWER JETTING – The City cleans approximately 1/3 of the sanitary sewer system annually. The timely cleaning of the City's sewers reduces the potential for blockages and subsequent damage to private and public property. Along with general cleaning, potential maintenance issues are also identified and recorded during jetting using a computerized maintenance program. INSPECT LIFT STATIONS – Staff regularly inspects and maintains lift stations to provide for consistent sewage flows. The annual major lift station rehabilitation program is included in the Capital Improvement Program. INFLOW & INFILTRATION IMPROVEMENT’S – The City inspects and televises sewers for major inflow and infiltration projects. This program helps reduce clear water from entering the sewer system. It also helps reduce the City’s sewer treatment costs and reduces the chances of sewer overcapacity problems and backups. EMERGENCY SEWER REPAIRS – The City has emergency sewer breaks at various times throughout the year. A member of the Utility Department is always on-call to respond to any sanitary sewer- related emergencies. Budget Highlights & Future Trends The City has made great progress in limiting the inflow and infiltration into the public sewer system. The City will continue to work towards limiting clear water from entering the system. 2014 Goals Successfully complete Lift Station 10 rehabilitation. Make pumping capacity upgrades to Lift Station 20. Assist in 2014 Street Improvement Project utility maintenance and replacement work. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget City Manager .10 .10 .10 .10 Public Works Director/City Engineer .125 .125 .125 .125 Finance Director .125 .125 .125 .125 Utility Superintendent .50 .50 .50 .50 Assistant Utility Superintendent .50 .50 .50 .50 Assistant Finance Director .05 .05 .05 .05 Utility Operator 2 2 2 2 Utility Technician .50 .50 .50 .50 Account Clerk .30 .30 .30 .30 Public Works Secretary .125 .125 .125 .125 Total 4.325 4.325 4.325 4.325 82 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 3522 Grants-Met Council - 78,760 - - 0.0% *Total Intergovernmental Rev - 78,760 - - 0.0% 3660 Sewer Customers 2,237,183 2,357,990 2,300,000 2,395,000 4.1% 3662 Utility Penalties 49,912 57,458 50,000 55,000 10.0% 3806 Hook Up Fees 267,010 361,999 250,000 290,000 16.0% 3811 Sewer Surcharge 10,582 18,232 10,000 14,000 40.0% *Total Current Services 2,564,687 2,795,679 2,610,000 2,754,000 5.5% 3801 Interest Earnings 48,274 15,477 30,000 15,000 (50.0%) 3903 Refunds/Reimbursements - 690 1,200 1,200 0.0% *Total Other Revenue 48,274 16,166 31,200 16,200 (48.1%) **Total Revenue 2,612,960 2,890,605 2,641,200 2,770,200 4.9% Revenue Over/(Under) Expenditures 445,931 734,442 603,900 648,100 2014 Enterprise Funds 701 Sewer Utility Revenue 83 2013 to 2011 2012 2103 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 237,624 241,468 241,000 246,000 2.1% 4011 Overtime-Reg 9,274 9,182 8,000 9,000 12.5% 4012 Stand-By Pay 6,338 6,421 6,500 6,500 0.0% 4020 Salaries & Wages-Temp 14,036 8,041 16,000 14,000 (12.5%) 4021 Overtime-Temp 111 33 - - 0.0% 4030 Contributions-Retirement 37,177 37,148 40,000 40,000 0.0% 4040 Contributions-Insurance 39,000 40,496 42,000 44,000 4.8% 4050 Workers Compensation 3,896 6,242 4,000 6,200 55.0% 4060 Unemployment 519 2,212 - - 0.0% *Total Personal Services 347,974 351,243 357,500 365,700 2.3% 4120 Supplies-Equipment 6,293 15,954 7,600 8,500 11.8% 4140 Supplies-Vehicles 5,154 1,280 5,000 5,000 0.0% 4150 Maintenance Materials 11,624 9,142 10,000 10,000 0.0% 4160 Chemicals 9,590 4,083 4,500 4,500 0.0% 4170 Motor Fuels & Lubricants 12,929 14,672 12,500 14,000 12.0% 4240 Uniforms & Clothing 2,396 2,064 1,800 2,000 11.1% 4260 Small Tools & Equipment 3,591 2,715 2,800 2,800 0.0% *Total Materials & Supplies 51,577 49,911 44,200 46,800 5.9% 4300 Fees, Services 16,775 17,448 25,000 23,000 (8.0%) 4301 Auditing 6,000 6,000 6,000 6,000 0.0% 4310 Telephone 6,318 5,176 6,000 6,000 0.0% 4320 Utilities 70,282 66,324 70,000 70,000 0.0% 4330 Postage 5,695 5,141 6,400 5,500 (14.1%) 4340 Printing & Publishing 1,531 2,646 1,500 2,000 33.3% 4350 Cleaning & Waste Removal 1,283 - 600 - (100.0%) 4360 Subscriptions & Memberships - 100 400 400 0.0% 4370 Travel & Training 2,569 4,506 4,200 4,200 0.0% 4410 Rental-Equipment 2,246 41 1,500 1,500 0.0% 4440 License & Registration 37 152 - - 0.0% 4483 Insurance-General Liability 13,000 13,000 14,000 13,000 (7.1%) 4509 Remit to Other Agencies 1,519,879 1,506,629 1,376,000 1,451,000 5.5% 4510 Repair & Maintenance-Building 6,383 2,233 5,000 5,000 0.0% 4520 Repair & Maintenance-Vehicles 3,125 405 1,000 1,000 0.0% 4530 Repair & Maintenance-Equip 27,046 22,430 28,000 26,000 (7.1%) 4551 Repair & Maintenance-Sewer 79,245 91,841 80,000 85,000 6.3% 4553 Emergency Repairs-Sewer 4,849 8,797 10,000 10,000 0.0% 4901 Refunds/Reimbursements 38 - - - 0.0% 4933 Sales Tax 1,178 2,140 - - 0.0% *Total Contractual Services 1,767,478 1,755,010 1,635,600 1,709,600 4.5% **Total Expenditures 2,167,030 2,156,163 2,037,300 2,122,100 4.2% 2014 Enterprise Funds 701 Sewer Utility Expenditures 84 This page intentionally left blank. 85 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 3328 Wetland Alteration - 44 5,000 - (100.0%) *Total Permits - 44 5,000 - (100.0%) 3510 Grants-State - 7,750 7,750 7,750 0.0% 3520 Grants-County 3,196 7,584 3,000 3,000 0.0% 3533 Grants-Other - 32,050 25,000 40,267 61.1% *Total Intergovernmental Rev 3,196 47,383 35,750 51,017 42.7% 3601 Sale of Documents 15 - - - 0.0% 3640 Community Garden Plot Rental 1,945 1,875 1,900 1,900 0.0% 3650 Sale of Recyclables 4,336 2,156 4,000 2,500 (37.5%) 3660 Sewer Customers 524,812 561,851 528,000 555,000 5.1% 3662 Utility Penalties 9,661 12,468 10,000 10,000 0.0% 3806 Connection Charges 10,609 280,994 15,000 100,000 566.7% *Total Current Services 551,378 859,344 558,900 669,400 19.8% 3801 Interest Earnings 16,499 6,746 18,000 7,000 (61.1%) 3820 Miscellaneous Other Revenue - 4,500 - - 0.0% 3903 Refunds and Reimbursements 93 379 - - 0.0% *Total Other Revenue 16,591 11,625 18,000 7,000 (61.1%) **Total Revenue 571,165 918,397 617,650 727,417 17.8% Revenue Over/(Under) Expenditures 178,783 500,977 169,100 245,500 2014 Enterprise Funds 720 Surface Water Management Revenue Summary (Total of 7200, 7201, 7202 and 7205) 86 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 164,228 166,978 168,900 172,000 1.8% 4011 Overtime-Reg - 196 - - 0.0% 4020 Salaries & Wages-Temp - 8,723 8,000 8,000 0.0% 4030 Contributions-Retirement 22,889 23,241 24,800 24,800 0.0% 4040 Contributions-Insurance 33,720 34,298 35,600 37,200 4.5% 4050 Workers Compensation 482 815 700 700 0.0% *Total Personal Services 221,319 234,250 238,000 242,700 2.0% 4120 Supplies-Equipment 1,916 4,651 2,000 2,000 0.0% 4130 Supplies-Program 10,787 11,855 12,700 12,700 0.0% 4150 Maintenance Materials 11,454 15,341 15,000 15,000 0.0% 4210 Books & Periodicals - 226 - - 0.0% 4260 Small Tools & Equipment - - 100 100 0.0% *Total Materials & Supplies 24,157 32,073 29,800 29,800 0.0% 4300 Fees, Services 132,545 137,261 166,550 195,017 17.1% 4301 Auditing 4,000 4,000 4,000 4,000 0.0% 720 Surface Water Management Expenditures 2014 Enterprise Funds Summary (Total of 7200, 7201, 7202 and 7205) 4301 Auditing 4,000 4,000 4,000 4,000 0.0% 4310 Telephone and Communications 1,172 1,227 1,000 1,200 20.0% 4320 Utilities/Community Garden 1,602 680 800 800 0.0% 4340 Printing & Publishing 2,349 1,363 2,400 2,400 0.0% 4350 Cleaning & Waste Removal - 48 - - 0.0% 4360 Subscriptions & Memberships 1,492 1,738 1,500 1,500 0.0% 4370 Travel & Training 1,913 2,335 2,700 2,700 0.0% 4380 Mileage - - 300 300 0.0% 4483 Insurance-General Liability 1,500 1,500 1,500 1,500 0.0% 4530 Repair & Maintenance-Equip 184 369 - - 0.0% 4901 Refunds/Reimbursements 17 - - - 0.0% 4933 Sales Tax 132 576 - - 0.0% *Total Contractual Services 146,906 151,097 180,750 209,417 15.9% **Total Expenditures 392,382 417,420 448,550 481,917 7.4% 87 Surface Water Management Administration Mission Statement Improve and protect Chanhassen’s surface water resources and provide flood protection through the installation and maintenance of storm sewer infrastructure, the preservation and enhancement of natural features, and through education and outreach. These goals will be accomplished efficiently and effectively through partnerships with organizations and private land owners. Strategies/Services MS4 & METROPOLITAN LAND USE ACT COMPLIANCE – Provide a framework for long-term surface water management planning consistent with federal, state and local rules and policies. STORM WATER MANAGEMENT – Design, construct and review best management practices to provide rate control, sediment and nutrient removal and volume reduction of waters flowing overland. INFRASTRUCTURE MAINTENANCE – Provide ongoing maintenance of existing infrastructure to reduce future repair costs and, when needed, repair existing infrastructure to meet design needs. Develop and maintain database of all inspections and maintenance of storm sewer assets. EROSION & SEDIMENT PROTECTION – Assure through inspection, education and design that public and private construction sites have adequate controls in place to prevent migration of sediment off site. LAKE MANAGEMENT – Identify and implement strategies to improve and/or maintain area lakes including shoreline management, aquatic plant management, and water quality management. STREAM MANAGEMENT – Identify and implement strategies to improve and/or maintain area streams, rivers and their tributaries from incision, embeddedness and variable flow regimes. DRAINAGE IMPROVEMENT & FLOOD ABATEMENT – Provide adequate conveyance of surface water and protection of all flood-sensitive structures from the 100-year flood elevation of surface waters. WETLAND CONSERVATION ACT ADMINISTRATION – Administer MN Rules Chapter 8420 to protect and enhance wetlands to assure no net loss in wetland area, functions and values. EDUCATION & OUTREACH – Develop and present educational materials to staff and residents of Chanhassen concerning surface water management issues. Budget Highlights & Future Trends In conjunction with the GIS Specialist, Cartegraph™ software is being employed to track costs, inventory parts and provide inspection details of storm sewer infrastructure. The budget for Surface Water Management Administration is staying relatively flat. 2014 Goals Complete pond LS-P 3.35 drainage improvements. Complete Ravine #2 stabilization project. Provide drainage improvements and water quality benefits in conjunction with 2014 road projects. Complete Surface Water Management Plan update. Install monitoring station on Bluff Creek and continue to monitor other practices to measure efficacy. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget Community Development Director .25 .25 .25 .25 Water Resources Coordinator 1 1 1 1 Natural Resources Technician .80 .80 .80 .80 Total 2.05 2.05 2.05 2.05 88 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 3328 Wetland Alteration - 44 5,000 - (100.0%) *Total Permits - 44 5,000 - (100.0%) 3601 Sale of Documents 15 - - - 0.0% 3660 Sewer Customers 524,812 561,851 528,000 555,000 5.1% 3662 Utility Penalties 9,661 12,468 10,000 10,000 0.0% 3806 Connection Charges 10,609 280,994 15,000 100,000 566.7% *Total Current Services 545,097 855,313 553,000 665,000 20.3% 3801 Interest Earnings 16,499 6,746 18,000 7,000 (61.1%) 3903 Refunds and Reimbursements - 68 - - 0.0% *Total Other Revenue 16,499 6,814 18,000 7,000 (61.1%) **Total Revenue 561,595 862,171 576,000 672,000 16.7% Revenue Over/(Under) Expenditures 306,268 604,850 293,500 386,500 2014 Enterprise Funds 720 Surface Water Management Revenue 7200 Administration 89 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 120,185 122,455 123,500 125,000 1.2% 4011 Overtime-Reg - 196 - - 0.0% 4020 Salaries & Wages-Temp - 8,723 8,000 8,000 0.0% 4030 Contributions-Retirement 16,810 17,089 18,200 18,200 0.0% 4040 Contributions-Insurance 21,964 22,334 23,200 24,500 5.6% 4050 Workers Compensation 337 613 500 500 0.0% *Total Personal Services 159,297 171,409 173,400 176,200 1.6% 4120 Supplies-Equipment 1,916 4,651 2,000 2,000 0.0% 4130 Supplies-Program 4,813 7,602 7,000 7,000 0.0% 4150 Maintenance Materials 11,454 15,341 15,000 15,000 0.0% 4210 Books & Periodicals - 226 - - 0.0% *Total Materials & Supplies 18,183 27,821 24,000 24,000 0.0% 4300 Fees, Services 67,965 47,140 75,000 75,000 0.0% 4301 Auditing 4,000 4,000 4,000 4,000 0.0% 4310 Telephone and Communications 1,172 1,227 1,000 1,200 20.0% 4340 Printing & Publishing 24 - 100 100 0.0% 4360 Subscriptions & Memberships 1,215 1,295 1,200 1,200 0.0% 4370 Travel & Training 1,638 1,985 2,000 2,000 0.0% 4380 Mileage - - 300 300 0.0% 4483 Insurance-General Liability 1,500 1,500 1,500 1,500 0.0% 4530 Repair & Maintenance-Equip 184 369 - - 0.0% 4901 Refunds/Reimbursements 17 - - - 0.0% 4933 Sales Tax 132 576 - - 0.0% *Total Contractual Services 77,848 58,091 85,100 85,300 0.2% **Total Expenditures 255,327 257,321 282,500 285,500 1.1% 2014 Enterprise Funds 720 Surface Water Management Expenditures 7200 Administration 90 This page intentionally left blank. 91 Surface Water Management Recycling Mission Statement The Recycling division of Surface Water Management will provide recycling opportunities and resources for residents. Strategies/Services RECYCLING COUPON PROGRAM – Provide partial coverage of residential recycling fees at the Carver County Environmental Center. PUBLIC FACILITY AND EVENT RECYCLING – Coordinate contract service for recycling at community events. Budget Highlights & Future Trends A slight increase was included for 2014 for Salaries and Wages. Funding for services is provided in part by an annual grant received from Carver County. The amount of the grant is determined by the County. 2014 Goals Provide permanent recycling bins for up to 2 park shelters. Increase recycling opportunities at all community events and City parks. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget Environmental Resource Specialist .40 .40 .40 .40 Total .40 .40 .40 .40 92 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 3520 Grants-County 3,196 7,584 3,000 3,000 0.0% *Total Intergovernmental Rev 3,196 7,584 3,000 3,000 0.0% 3650 Sale of Recyclables 16 16 - - 0.0% *Total Current Services 16 16 - - 0.0% 3903 Refunds and Reimbursements - 11 - - 0.0% *Total Other Revenue - 11 - - 0.0% **Total Revenue 3,212 7,611 3,000 3,000 0.0% Revenue Over/(Under) Expenditures (35,966) (31,647) (36,500) (38,100) 2014 Enterprise Funds 720 Surface Water Management Revenue 7201 Recycling 93 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 22,021 22,262 22,700 23,500 3.5% 4030 Contributions-Retirement 3,040 3,076 3,300 3,300 0.0% 4040 Contributions-Insurance 5,878 5,982 6,200 6,300 1.6% 4050 Workers Compensation 73 101 100 100 0.0% *Total Personal Services 31,012 31,421 32,300 33,200 2.8% 4130 Supplies-Program 1,156 42 1,500 1,500 0.0% 4260 Small Tools & Equipment - - 100 100 0.0% *Total Materials & Supplies 1,156 42 1,600 1,600 0.0% 4300 Fees, Services 4,524 6,939 3,800 4,500 18.4% 4340 Printing & Publishing 2,325 658 1,500 1,500 0.0% 4350 Cleaning & Waste Removal - 48 - - 0.0% 4360 Subscriptions & Memberships 162 150 200 200 0.0% 4370 Travel & Training - - 100 100 0.0% *Total Contractual Services 7,010 7,795 5,600 6,300 12.5% **Total Expenditures 39,178 39,258 39,500 41,100 4.1% 2014 Enterprise Funds 720 Surface Water Management Expenditures 7201 Recycling 94 This page intentionally left blank. 95 Surface Water Management Forestry Management Mission Statement The Forestry Management division of Surface Water Management will provide management of public trees, review development landscape plans, provide public education on forestry issues, and serve as a liaison to the Environmental Commission. This division also oversees the Olson Community Gardens. Strategies/Services FORESTRY MANAGEMENT – Supervise pruning, planting and care of public trees. Manage ongoing restoration of public natural areas including woods and prairie. PUBLIC EDUCATION – Act as a resource for residential tree and landscape concerns and provide public information about tree health issues. PLAN REVIEW – Perform City code compliance review of development plans and building permit surveys. INSPECTIONS – Field verification of required tree preservation in new developments, completion of landscaping requirements, and diseased tree inspections. Budget Highlights & Future Trends This budget reflects an increase to respond to imminent city-wide forestry management needs. The increase was not due to increased spending in 2013. Future budget influences include tree health threats such as Emerald Ash borer. 2014 Goals Complete data inventory for public trees in parks and public street rights-of-way. Provide public updates of tree health concerns, such as Emerald Ash borer, Bur Oak blight, and others. Begin implementation of Emerald Ash Borer management plan for public ash trees. Employee Count 2013 Actual 2014 Budget 2015 Budget 2016 Budget Environmental Resource Specialist .40 .40 .40 .40 Total .40 .40 .40 .40 96 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 3640 Community Garden Plot Rental 1,945 1,875 1,900 1,900 0.0% 3650 Sale of Recyclables 4,320 2,140 4,000 2,500 (37.5%) *Total Current Services 6,265 4,015 5,900 4,400 (25.4%) 3820 Miscellaneous Other Revenue - 4,500 - - 0.0% 3903 Refunds and Reimbursements 93 300 - - 0.0% *Total Other Revenue 12,623 12,830 11,800 8,800 (25.4%) **Total Revenue 18,888 16,845 17,700 13,200 (25.4%) Revenue Over/(Under) Expenditures (78,989) (61,356) (66,100) (81,600) 2014 Enterprise Funds 720 Surface Water Management Revenue 7202 Forestry Management 97 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4010 Salaries & Wages-Reg 22,021 22,262 22,700 23,500 3.5% 4030 Contributions-Retirement 3,039 3,075 3,300 3,300 0.0% 4040 Contributions-Insurance 5,878 5,982 6,200 6,400 3.2% 4050 Workers Compensation 73 101 100 100 0.0% *Total Personal Services 31,011 31,421 32,300 33,300 3.1% 4130 Supplies-Program 4,818 4,210 4,200 4,200 0.0% *Total Materials & Supplies 4,818 4,210 4,200 4,200 0.0% 4300 Fees, Services 60,057 40,414 45,000 55,000 22.2% 4320 Utilities/Community Garden 1,602 680 800 800 0.0% 4340 Printing & Publishing - 705 800 800 0.0% 4360 Subscriptions & Memberships 115 293 100 100 0.0% 4370 Travel & Training 275 350 600 600 0.0% 4933 Sales Tax - 129 - - 0.0% *Total Contractual Services 62,048 42,571 47,300 57,300 21.1% **Total Expenditures 97,877 78,201 83,800 94,800 13.1% 2014 Enterprise Funds 720 Surface Water Management Expenditures 7202 Forestry Management 98 This page intentionally left blank. 99 Surface Water Management Aquatic Species Management Program Mission Statement This program is intended to promote healthy aquatic ecosystems through the propagation and preservation of native and desirable aquatic flora and fauna. Strategies/Services EDUCATION AND OUTREACH – Collaborate with other organizations to develop and disseminate educational materials to consumers of area lakes and waters. WATERCRAFT INSPECTIONS – Collaborate with the Minnesota Department of Natural Resources, Watershed Districts, Watershed Management Organizations, other municipalities and other groups to provide inspections of watercraft entering and exiting area lakes through launches owned and maintained by the City of Chanhassen. DATA COLLECTION – In conjunction with other organizations, monitor area lakes for potential vectors of introduction into area lakes and the presence of invasive or noxious species. Budget Highlights & Future Trends Maintains same funding level as 2013. Seek to procure Watercraft Inspection Grant for Local Government Unit from the MN DNR. Continue to look for other partnership opportunities to provide for a more cost effective and efficient means of meeting program mission. 2014 Goals Evaluate, maintain and enhance signage at all launches and other educational tools. Provide approximately 2,655 hours of watercraft inspection on Lotus Lake, Lake Ann and Lake Susan. Observe a reduction in the number of watercraft entering area lakes in violation of State Law. 100 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 3510 State Grants (DNR)- 7,750 7,750 7,750 0.0% 3533 Grants-Other (Riley/Purgatory)- 25,000 25,000 28,192 12.8% 3533 Grants-Other (Lotus Lk Home)- 7,050 - 12,075 100.0% *Total Intergovernmental Rev - 39,800 32,750 48,017 46.6% **Total Revenue - 39,800 32,750 48,017 46.6% Revenue Over/(Under) Expenditures - (2,969) (10,000) (12,500) 2014 Enterprise Funds 720 Surface Water Management Revenue 7205 Aquatic Species Mgmt Program 101 2013 to 2011 2012 2013 2014 2014 Account Description Actual Actual Budget Budget % Inc/(Dec) 4300 Fees, Services - 42,768 42,750 60,517 41.6% *Total Contractual Services - 42,768 42,750 60,517 41.6% **Total Expenditures - 42,768 42,750 60,517 41.6% 2014 Enterprise Funds 720 Surface Water Management Expenditures 7205 Aquatic Species Mgmt Program 102 Appendix 103 This page intentionally left blank. 104 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. 105 The costs of these meals are included within individual department’s budgets. These budgets are approved annually by the City Council as a part of the overall budget approval process which includes a public hearing on the proposed budget. MEMBERSHIPS AND DUES The City Council has determined that the City will fund memberships and dues in professional organizations and City social and community organizations when the purpose is to promote, advertise, improve or develop the City’s resources and advantages and not solely for personal interest or gain. The cost of these memberships and dues are included within individual department’s budgets. These budgets are approved annually by the City Council as a part of the overall budget approval process which includes a public hearing on the proposed budget. EMPLOYEE REGOGNITION PROGRAM The City of Chanhassen City Council recognizes the hard work and service performed by the employees of the City of Chanhassen through a formal Employee Recognition Program. The City Council believes the benefits of attracting, retaining and motivating employees through an Employee Recognition Program support employee job satisfaction, which in turn impacts cooperation and productivity. The result is to provide excellent public and customer service to better serve the interests of the citizens of the community. The Employee Recognition Program is considered “additional compensation” for work performed by employees but is entirely dependent on receiving funding from year-to-year. 1. Service recognition awards shall be given to all regular and full-time employees who have completed continuous years of service. The following awards have been established: a. Five (5) years – certificate and $25 dollars b. Ten (10) years – certificate and $50 dollars c. Fifteen (15) years – certificate and $75 dollars d. Twenty (20) years – certificate and $100 dollars e. Twenty-five (25) years – certificate and $150 dollars f. Thirty (30) years – certificate and $200 dollars g. Thirty-five (35) years – certificate and $250 dollars h. Forty (40) years – certificate and $500 dollars i. Forty-five (45) years – certificate and $750 dollars 2. The costs of these recognition awards are included within individual department’s budgets. These budgets are approved annually by the City Council as a part of the overall budget approval process which includes a public hearing on the proposed budget. 106 3. The City supports events that are planned and paid for by employees. Examples of such events include but are not limited to the summer picnic, potluck meals, and holiday parties. The City Council understands that these events may occur during normal working hours, and if approved by the City Manager or his/her designee, employees will not be required to use vacation or compensatory time for such events. 4. The City Manager has the authority to approve other forms of recognition including issuance of flex time or compensatory time as he or she sees appropriate. CREDIT CARD USE The use of credit cards by any employee otherwise authorized to make purchases on behalf of the City is permitted, provided that purchases made by credit card must comply with all statutes, rules, and/or Council policy applicable to City purchases. The use of City credit cards shall be limited to purchases on behalf of the City and no other purpose. CELLULAR TELEPHONES Practice The City recognizes that technology is advancing and cellular telephones are becoming a part of City equipment assigned to certain City employees. In recognition of that fact, the City has adopted a practice governing the use of cellular telephones. The development of this practice will encourage the wise use of available technology for the benefit of citizens in order to deliver City services in an efficient and cost-effective manner. It will also establish guidelines for the appropriate and efficient use of cellular telephones by City personnel. Guidelines: The City may purchase cellular telephones for employees who have a business necessity to telephone others and receive calls while outside of City buildings, or for employees’ personal safety. Cellular telephones are City equipment and are to be used by authorized employees to conduct business in a professional manner. Employees are responsible for the proper care and handling of all City equipment in their possession. Cellular numbers shall not be given out to the general public except by the employee assigned that number. Calls will be limited to those that are necessary in order to perform assigned duties based upon circumstances at that time. Calls that are not urgent will be made by other means. All calls will be held to the shortest duration possible. Elaborate conversations will be held in person or by other means. 107 City employees having access to assigned City-owned cellular telephones during non-business hours may make necessary personal telephone calls during non-business hours. In return for the City paying for the basic calling plan, the employee will be required to be available 24 hours a day, 7 days a week for emergency contact, providing the dollar value of calls does not exceed the monthly calling plan rate charged for that particular cellular telephone. Personal use of City- owned cellular telephones should be kept to an absolute minimum during business hours. If the calling plan rate is exceeded because of personal calls made during business and/or non-business hours, the employee shall reimburse the City the dollar value of personal calls that exceed the calling plan rate. Calling plans shall be selected based on the City’s needs and shall not be adjusted to accommodate personal use by the employee. Employees must also reimburse the City for all personal cellular calls made where a toll or fee is charged. Compliance: On a monthly basis, cellular telephone bills from each cellular telephone will be submitted to the Finance Department. If the dollar value of calls does exceed the monthly cellular plan rate, a summary of personal calls shall be attached to the bill and will include the date of the call, the time, the number to which the call was made and the signature of the employee who made the call. Also, a monthly reimbursement form for each cellular telephone (if necessary) will be submitted to the Department Head. The employee should attach a personal check made payable to the City of Chanhassen for reimbursement of personal calls made over the calling plan rate. The Department Head will then: 1. Compare cellular telephone bills against this practice, and 2. Forward the cellular phone bill to the Finance Department. Safety: In the interest of safety, if calls are made inside a vehicle, employees are encouraged to bring vehicle to a complete stop when answering cellular calls. All outgoing calls, whenever practical, should be made with the vehicle in a stationary position. Hands-free devices shall be used when available. Cautionary Note: Employees should be cognizant that cellular telephone communications are not a secure form of communication. Sensitive information should be conveyed through a more secure form of communication. Assignment of Department Cellular Telephones Department Heads or the City Manager must pre-approve all calling plans based on departmental needs. Adopted by the Chanhassen City Council on November 25, 2002. Amended by the Chanhassen City Council on December 12, 2011. 108 Purchasing Policy City of Chanhassen, Minnesota Adopted on February 10, 2003 Amended on July 14, 2003 June 26, 2006 July 14, 2008 June 27, 2011 109 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. 110 Section 1. Purchasing Guidelines 1.3 Quick Reference Guide Value of Purchase Quotations Needed Payment Request Options Approvals Needed Prior to Purchasing Less than $100 None Petty Cash Credit Card Check Request Department Finance City Manager City Council Yes No No No $100-$4,999 Departmental Discretion Credit Card Check Request Purchase Order Department Finance City Manager City Council Yes No No No $5,000-$10,000 Two Written Quotes or RFP’s Credit Card Check Request Purchase Order Department Finance City Manager City Council Yes No No No $10,000-$19,999 Two Written Quotes or RFP’s Credit Card Check Request Purchase Order Department Finance City Manager City Council Yes Yes Yes No $20,000-$99,999 Two Written Quotes or RFP’s Check Request Purchase Order Department Finance City Manager City Council Yes Yes Yes Yes Greater than $100,000 Sealed Bids Check Request Purchase Order Department Finance City Manager City Council Yes Yes Yes Yes Notes: If a cooperative purchasing agreement is in place, quotations are not needed. All purchases must be approved as part of the annual budgeting process or within the CIP. RFP’s are required for contracting services in excess of $25,000 on an annual basis except from the consultant pool (see RFP section of this document). The City Manager may delegate authority for approval of agreements less than $20,000 (see Agreement Processing section of this document). Purchases between $10,000 and $19,999 have to be approved by the City Manager and the Finance Director. 111 The City Council has pre-approved payment for utility accounts and payroll transfers that occur in the normal course of business even though they may exceed $20,000. These are contractual accounts for services that are approved as part of the budget process. The vendors that fall under this situation include Centerpoint Energy, Xcel Energy, Metropolitan Council Environmental Services, United States Treasury, State of Minnesota, PERA, and the City’s insurance and healthcare providers. Any payments to these vendors that are outside the normal course of business will be presented to the City Council for individual approval. 112 Section 2. Purchasing Practices 2.1 Ethics / Relations with Vendors The City of Chanhassen holds its employees to the highest ethical standards. Purchases shall be conducted so they foster public confidence in the integrity of the City’s procurement system, and open and free competition among prospective suppliers. In keeping with this value, employees should avoid the following practices when making purchases on behalf of the City: Circumventing competitive bidding requirements. Examples of this include: • Splitting purchases so that they can be made through several small purchases. • Using the emergency procedure process when no true emergency exists. • Using a ‘sole source’ exemption when competition is available. Denying one or more vendors the opportunity to bid on a contract. Examples of this include: • Using unnecessarily restrictive specifications. • Pre-qualifying bidders on a discriminatory basis. • Removing companies from a bidders list without just cause. • Requiring unnecessarily high bonding. Giving favored vendors an unfair advantage. Examples of this include: • Providing vendors with information regarding their competition’s offers in advance of a bid opening. • Making information available to favored vendors and not to others. • Giving un-favored vendors inaccurate or misleading information. Accepting gifts from vendors. • Minnesota Statutes §471.895 prohibits government employees from receiving gifts except where they are included as part of the cost of a product, good, or service provided (such as a meal provided as part of a conference). 113 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 114 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 115 Section 3. Authorization The City of Chanhassen has a decentralized purchasing program where individual departments are responsible for making their own purchases. There are a few exceptions including the supplies maintained in the office supply closet, paper and stationery products, and modular furniture and chairs. The front desk receptionists will assist staff members who need help with research or purchase of items in cases where staff are not familiar with particular products. Payment Authorization Process 1. Determine the need for commodities and services. 2. Research the cost of the purchase and determine proper purchasing alternative. 3. Determine the appropriate account coding and whether there is sufficient funds available in that budget line item. 4. Forward request to department director or designee for approval. If purchase exceeds $10,000 and is less than $20,000 approval is needed by City Manager and the Finance Director. 5. Department director forwards request for payment with invoice to the Finance Department for approval and input into financial accounting system. 6. Payment is made by the Finance Department. 7. Finance produces check register for approval by City Council. 116 Section 4. Purchasing Alternatives 4.1 Sealed Bids • A formal sealed bid procedure is required for all purchases in excess of $100,000 except professional services. • A published notice of bid is required in the official City newspaper at least seven days in advance of bid opening. The published notice must state where the plans and specifications can be obtained by bidders and specifically, where the bid opening will be held. The notice may also be published on the City’s official web site; however, this publication is in addition to the official newspaper publication. • All bid openings are to be administered by originating department. • The preparation of all specifications are to be the responsibility of the originating department. • Required authorization for plans and specifications is the responsibility of the originating department. • The City Council must formally approve the bid contract. • The originating department then files the contract with the administration department. 4.2 State, County and Other Cooperative Purchasing Contracts State Cooperative Purchasing Contracts — The City of Chanhassen participates in the State of Minnesota Cooperative Purchasing Venture (CPV). This enables participants to buy goods and services at a reduced cost under the terms of contracts already negotiated by the State of Minnesota. • The Finance Department has access to the releases and listings of products/services that can be purchased on state contract. • If it is determined that a product/service is on a state contract, vendors should be told that the purchase will be made using that contract. When completing the purchasing paperwork, note that the purchase is per state contract and indicate the contract number. 4.3 Quotes If a purchase is estimated to exceed $5,000 but not to exceed $99,999, the purchase may be made either by sealed bids or by direct negotiation based upon quotations. If a purchase is made in this range, staff members are required to obtain at least two written 117 quotes. These quotes should be in writing. If the quotes are not written, the requestor who received the verbal quote must document the quote in writing. All such quotes must be forwarded to the Finance Department with the purchasing documents. 4.4 Emergency Emergency situations may arise where the normal purchasing process cannot be followed for the procurement of goods and services. An emergency means an unforeseen combination of circumstances that calls for immediate action to prevent a disaster from developing or occurring. Minnesota Statute §12.29 gives the Mayor the authority to declare a local emergency for up to three days, which period may be extended by the City Council. During such an emergency, if authorized by the City Council, the City is not required to use the typically mandated procedures for purchasing and contracts. During that time, the governing body may waive compliance with the prescribed purchasing guidelines including compliance with M.S. 471.345, Uniform Municipal Contracting Law. Whenever possible the current purchasing policies and procedures should be followed even when an emergency is declared, but as described above if the emergency requires speedy action essential to the health, safety, and welfare of the community and if there has been an emergency declaration, the standard purchasing policies and procedures can be waived in accordance with Minnesota Statute §12.37. 4.5 Request for Proposals (RFP) RFPs may be used to solicit proposals for professional services. Typical information to address in RFPs includes: • Background and scope of the project. • The project’s budget to ensure that the proposals stay within that range. • Proposal requirements should include adequate information to allow for proper review and evaluation including: • Description of firm and qualifications, including any specialized experience related to the project. • A list of similar projects the firm has completed. • Project timetables including: estimate of hours, breakdown of hours by phase, and the City’s expectation for a completion date. • Designation of a firm principal who will be in charge of the project. • Resumes for all staff who will work on the project. • Statement that either no subcontractors are allowed or that all subcontractors will be identified and are subject to the City’s approval. • Estimate of cost to provide the service, outline of fee schedule and payment schedule. • Description of City’s selection process. • City’s evaluation criteria, which typically may include: 118 • Quality and thoroughness of the proposal. • Similar past experience and/or expertise. • References • Cost estimate • The following statement must be included: The City reserves the right to reject any and all proposals, waive all technicalities and accept any proposal deemed to be in the City’s best interest. • Submittal deadline: date, time, project name, and addressee. • Statement: “Proposers are solely responsible for delivery of their proposals to the City before the deadline. Any proposal received after the deadline will not be considered and will be returned.” • Information about where questions should be directed. Note: Staff should make sure that all proposers are given the same information. Attach a copy of the agreement proposed to be used for the project, including the City’s insurance certificate. The agreement includes provisions to which the firm must agree, so it is important that they see the agreement up front. It is suggested that the RFP be submitted to the City attorney for review prior to distribution. 4.6 Leases/Purchases All lease agreements need approval through the Finance Department and legal counsel prior to initiating a lease. 4.7 On-Line Purchases The following guidelines are recommended for purchasing products over the Internet: • Only purchase from vendors that use secure servers for e-commerce. Most sites will have a disclaimer, but some do not have the disclaimer language. If in doubt, either send an e-mail to the vendor or call them. • Ask vendors if they have an “Extranet” available on their web site as an alternative to credit card payment. If it is, log on to the Extranet where purchases may be made using a password. Payment terms are specified by the City employee at that time. This is the preferred method. • When using a credit card, follow the standard purchasing guidelines that are used when paying by credit card on the telephone. It is generally safe to use a credit card on the Internet, but be cautious - see the first item in this subsection. 119 Section 5. Payment The City of Chanhassen uses various processes in making payments for goods and services. 5.1 Standard Purchase Orders Purchase orders are used when required by the vendor to acknowledge the City’s request for goods and services. A copy of the purchase order will be sent to the vendor when requested. • The purchase order number used will be the employee’s number. • Once invoice is received and purchase order complete, return completed purchase order with invoice attached and authorization for payment to the Finance Department. 5.2 Check requests The Finance Department policy is for bills to be paid on the claims list. For certain exceptions, requests for checks may be used under the following guidelines: • Requests for checks are for payments that need to be made prior to claims list. Such items include getting discounts, avoiding late charges (i.e.: credit card payments), purchases requiring payment with order, etc. • Requests for checks will be issued weekly. All requests for requests for checks must be submitted to the Finance Department prior to 3:00 p.m. on Wednesday. • Checks will be issued, mailed, or returned to appropriate department on Thursdays. Requests for checks may be submitted on an invoice with the coding included, purchase order, check request, or expense voucher. Return completed form with attachments and authorization for payment to the Finance Department. 5.3 Blanket Purchase Orders, Charge Accounts, and House Accounts • The City uses blanket purchase orders, charge accounts, and house accounts for frequently used vendors. This process requires submission of receipt with an account code and department approval. All new open accounts must be authorized by the requesting department director and Finance Department. 5.4 Invoices • Invoices must be attached to a completed check request, purchase order, or expense voucher along with proper authorization. Documentation must be returned to the Finance Department to be processed on claims list. 120 5.5 Statements • The Finance Department tracks all statements—reviewing for old invoices or credits. For vendors where the City has open accounts, the Finance Department only pays once a month after matching invoices to the statement. • All statements are to be mailed directly to the Finance Department. 5.6 Account Coding All requests for payment including check request, purchase order, or expense voucher must have an eleven digit code to process payment. Refer to department budget for reference of line item code. Helpful hints for completing payment process: • Eleven digit code — 101 (fund) 1120 (department or project) 4110 (office supplies). • Description - specific description of up to 30 characters. • Vendor address line — limited to four lines. • Invoice number — important to prevent duplicate payment. • Computer generated material preferred. Handwritten is acceptable if legible. • Open account slips — indicate eleven digit financial code. • Request for new business unit or object code. 5.7 Petty Cash • Used for reimbursement to employees for items $100 or less for expenditures made on behalf of the City. • An expense voucher must be completed, with a receipt attached, with proper departmental authorization obtained prior to reimbursement. • Employee must provide a signature for reimbursement from the Finance Department. 121 5.8 Guidelines for Payment Processing • Invoices must be attached to the check request, purchase order, or expense voucher. • Requests for checks are due by 3:00 p.m. on Wednesday in the Finance Department, with checks issued the following day. • All requests for payments must have eleven digit code to process payment. Refer to department budget line item codes for proper coding. • All statements must be sent to the Finance Department. 5.9 Credit Cards The City will issue credit cards to certain individuals to allow for more efficient purchasing and to make purchases at businesses that no longer allow open accounts. To assist the Finance Department in ensuring consistency, accuracy, and thoroughness, the following are procedures to be followed for credit card use: • Credit cards must be obtained from the Finance Department. • Cards will be distributed to those departments that can demonstrate a need, such as efficiency or because vendors do not allow open accounts. • The cards will be issued to departments with transaction and balance limits. No cash advances are allowed on the credit cards. • The responsible person will review the credit card statement each month and code each expenditure, which needs to be signed by the department director, and forwarded to the Finance Department. 5.10 Electronic Funds Transfer Electronic Funds Transfer may be required in some cases to complete a business transaction. The funds are transferred electronically from the party’s bank accounts. Some instances may include transactions with the State of Minnesota, a federal agency, another local government, or a closing agent in the purchase or sale of real estate. These transactions need to follow the same guidelines for payment processing in Section 5.9. 122 5.11 Expense Reimbursement A completed and properly authorized form is required for reimbursement to employees for City-related expenses. All requests must contain proper account codes, department approval, and receipts must be attached where applicable. Expenses will be reimbursed by check issued on the next check run. 123 Section 6. Agreement Processing Agreement Forms Agreements need to be reviewed by the City attorney unless they follow a previously used format such as Contracts for Private Redevelopment. However, if attachments to the agreement modify the agreement or provide new terms, the agreement should be reviewed by the City attorney. The City attorney’s review must occur prior to submission for a Council agenda and/or signatures. • The City attorney must review an agreement if it is written on the other party’s form, or if a special agreement is being drafted. • Please note: These provisions apply to ALL agreements, including maintenance agreements, service contracts, etc. Authorization Levels • The City Manager is authorized to sign agreements up to $20,000 in value. • Council authorization is required where a contract exceeds $20,000, and the agreement must be signed by the Mayor and the City Manager. • Where Council authorization is required, a copy of the agreement must be included with the Council letter. Transmittal Form/Signatures • Once the agreement is approved, the other party should submit the original of the agreement for signatures (as many original copies can be submitted as required, but the City requires one original copy for the central agreement file). The agreement packet must include the agreement, any required bonds, and the certificate of insurance. • A transmittal form—available from the administration department—(sample agreement and transmittal form) must be completed and routed to the City attorney with the agreement packet. After the City attorney approves the packet, the agreement should be forwarded to the City Manager and the Mayor (depending on the contract amount) for signatures. The originating department is responsible for circulating the agreement for signatures. • Be sure to note on the transmittal form the date the insurance expires, and any special conditions, for instance, if the agreement calls for performance by a specific date. The transmittal form should also note the termination date of the agreement (either a specific date, when a condition is met, or that it is an ongoing agreement). Original to Administration • The central agreement file is maintained by administration. Once the agreement has been fully executed, the ORIGINAL must be submitted to the administration department for placement in the central file. The originating department may keep a copy of the agreement for the department file. • The administration department assigns agreement numbers. 124 Section 7. Capital Outlay and Fixed Assets 7.1 Capitalization Threshold Capital outlay purchases are for items costing more than $5,000, are a tangible asset, and have a life expectancy of more than one year. These items must be included in each department budget in expense account 4701-4762. It should be noted that delivery charges and sales tax must be included as a cost of the item purchased when determining if the purchase is a capital outlay item. If the individual purchase is greater than $5,000 the item is a capital outlay purchase and now should become a recorded capital asset. The amount to record for that capital asset would be any charge “to place the asset in its intended location and condition for use.” 7.2 Acquisition When a capital asset is purchased, a capital asset form needs to be filled out by the department making the purchase. The forms are kept in the Finance Department. The form should be completed when the entire cost of the asset can be supported by vendor invoices. The total of these vendor invoices should be the amount recorded for that asset. It should also be noted that all acquisitions should follow the City’s capital replacement schedule when applicable. 7.3 Tracking and Transfer Once the asset is recorded on the City’s financial accounting system, it is the responsibility of the assigned department to notify the Finance Department of any assets that have been transferred to a different department. This needs to be done by filling out a capital asset form with the required information. In addition, at the end of the year, a physical count of all capital assets will need to be done by each department’s assigned assets. This count will be done at or near the end of the calendar year. Each department will be provided a list of assigned assets by the Finance Department. The count will then be made by the department with any discrepancies noted on the list provided. 7.5 Deletion or Disposal of Fixed Assets When an asset is sold or disposed of the assigned department must complete a capital asset form with the required information in order for the Finance Department to remove the asset from the financial accounting system. This includes items that are disposed of with no sale or trade value. Once again disposals should follow the capital replacement policy of the City. 125 Section 8. Disposal of Surplus Property 8.1 Auction The City disposes of surplus equipment through public sale in accordance with council policy. Throughout the year the City collects items to be sold at public auction and sends them to an auctioneer with a description and number of items to be sold, and makes arrangements for those items to be transported. The auction house will forward a tabulation of the bids received along with payment. The information is reviewed by the equipment manager and then the payment is forwarded to the Finance Department. A capital asset removal form must be filled out when an item sold at auction was listed on the capital asset system. 8.2 Computer Equipment When a piece of computer equipment has reached the end of its useful life with the City, it may be disposed of in one of the following ways: • Sealed bids; • Donation to non-profit or governmental agency (City Manager approval required); • Sell through auction; • Recycle through computer recycling vendor; • Dispose of as waste (unless it contains hazardous material) if the disposal cost is less than $100; • There may be costs associated with recycling or disposal of certain computer equipment such as CRTs in which case purchasing guidelines should be followed. 126