The URL can be used to link to this page

Home My WebLink About2005 06-06 City Council Manager Workshop PacketAGENDA COUNCIL /MANAGER WORKSHOP Monday, June 06, 2005 Council Chambers, City Hall 5:00 P.M. A. CALL TO ORDER B. ROLL CALL C. APPROVAL OF AGENDA D. NEW BUSINESS Parks and Recreations Budget Presentation Finance Budget Presentation D. FUTURE TOPICS E. ADJOURNMENT City Council /Manager Workshop 06 -06 -05 ANN to C it Yarn.Vu c Yo \araP0N T Fill-- U.pI AWil tai kL REPORT Y COU NCIL E 6, 2005 -� ` ?• FINANCE DEPARTMENT MISSION STATEMENT To provide quality fi na nci a l Se rv ices and to maintain the City's financial health and stability Y MIA Apn4?(ry)t Pogo' f by!rogram Administration Ambulance 42% Service Billing 11 % Finance Services 47% '1':VI \1 \C1:'d'U \ \'I.RIK.1 \l d•ii�:miv lhlil Apnl ^_IgIS 6'7: ?III�S P�E�_4. „1=Cicati=on Personal Services 75% i Other Charges Commodities 4% 1% Capital Outlay Contractual 0% Services 20% Y:•fl ,l \(.`GPUIl'ERFUM17'I innnz taps A{nd 21H15 - - 61,21mi �B, et ►Enabu Personal Services $558,440 Commodities 9,340 Contractual Services 146,550 Other Charges 28,220 Total $742,530 YUIh.ACI:'.pf)11I.121Y: 1 \7linanilapi April'_IqS VVI-005 ". ✓ ., vf`. /t L - ��`c, services Internal I.T. charges $ 73,610' Audit fees 25,000 ICMA CPM fees 5,000 Items under $5k each 42,940 Total $146,550 - . :P.IFINANCP.POWF.RPOMWfi. c Dpt Apol 2 _005 - @6 page? r m #� ��r s� 6, 1 Year 1. i " J f Tar_ m : J �' ; Ad "Jn trat�:An Pro rain gr, OUTPUTS/WORKLOAD t. 2003 2004 2005 2006 Actual Actual Estimate Estimate Number of investment 43 63 - 45 45 transactions EFFECTIVENESS INDICATORS Number of pages in budget 314 346 350 350 booklet Number of pages in capital 176 - 168 175 175 improvement plan booklet 2006 P'rP APril Y05 61Vbui P,p.a �' ; Ad "Jn trat�:An Pro rain gr, t. EFFECTIVENESS INDICATORS 2003 2004 2005 2006 Actual Actual Estimate Estimate Yield on long -term portfolio 2,2612.15 1.7811.45 3.012,9 3.513.4 compared to benchmark Receive the GFOA Yes Yes Yes Yes Distinguished Budget Award Prepare capital improvement Yes Yes Yes Yes plan by May 1 PJI \A \fl:'.PURI 121Yi1�1Aiu nPl Apiil'_IglS b7 + ?OUS - k'agc lli ��rtce�er�°ice t. Bi BOO Pr�r'r ram OUTPUTSMORKLOAD 2003 2004 2005 2006 Actual Actual Estimate Estimate Number of service calls billed 1,888 2,138 2,200 2,270 Number of payments posted 3,213 3,830 3,945 4.060 r: rN,W(`G POIiI IZF ,L�.'}Pivana L\j, Ap fl 2M, _ ti9 2005 11 x!«' 11 �'u°�nce {evIce } Bu rn Pei►' rain = EFFECTIVENESS INDICATORS 2003 2004 2005 2006 Actual Actual Estimate Estimate Percent of unpaid ambulance bills over two years old written 17.6% 26.7% 35.0% 35.0% off E':17 \ANC7�P0\ \1.21..1 \I lni�ncc U�pl April?IpIS _. _,. 615_'01 Papl'1'_ -. err -j w . J. EFFECTIVENESS INDICATORS 2003 2004 2005 2006 OUTPUTSIWORKLOAD Estimate Estimate Receive the GFOA Certificate Yes Yes 2003 2004 2005 2006 Actual Actual Estimate Estimate Number of receipts 10,304 9,295 9,300 9,300 processed 66.0% direct deposit Number of invoices paid 10,072 10,450 10,500 10,500 Number of payroll checks and 10,360 10,773 10,800 10,800 direct deposits Number of pages in annual 143 158 160 160 financial report R FINANCE P0% Y0fN1 alt—w r> AF a +lui; 6 Np, I F ilces EFFECTIVENESS INDICATORS 2003 2004 2005 2006 Actual Actual Estimate Estimate Receive the GFOA Certificate Yes Yes Yes Yes on the annual financial report Percent of invoices paid by 59.8% 59.4% 60.0% 60.0% Purchasing cards Percent of employees paid by 61.3% 64.7% 65.0% 66.0% direct deposit . P:71\.1NC1AMWERIK I\44 - -IApI Apil_MI hp 14 { •-v-- e l t `r , e ra f �. q _„ qSS -.. t f • Full -time accountant position eliminated in 2000 • Part -time data entry position eliminated in 1999 • No staff added since 1998 despite increase in department workload P:FNeVNCG Fino is DTI April 21xii - - 6T W5 _zE Ins, roveme_ nts I 1. Email distribution of most reports. 2. Payroll direct deposit used to decrease number of checks. 3. Purchasing card replaced purchasing forms and replaced checks to vendors. 4. Report writer software used to produce reports and memos. Y. iln. a�cr, ro�l. lahc :lnl.l•d:twpisp�l_xt _ �•�rou. t•��:i�;.. ..: �Ef 1 rovemeiits ) 5. Software used to replace handwritten receipts. 6. Digital files on LaserFiche has started to replace paper files. 7. Wire transfer of recurring receipts (County, SPRW, State, Roseville, 3M). 8. Most payroll deductions sent by ACH and wires instead of checks. P�FLU:�XC'G PCA�MONTJzicaaw U-plApiil'IN)i - _41. 00 _ Paw 17 ry { fCi O aep� arts i p1 "s tments# 1. Issued bonds totaling $27,030,000 2. Conducted internal survey to determine the effectiveness of department services 3. Reviewed vendor proposals for timesheet software 4. Reviewed proposals for insurance agent services 5. Worked with a consultant on a user fee study on building permits, planning fees and in -house engineering P :lll \A \Cl ;ll'ON\I.1.1'(I \1li ... a Dept Alit 2(K)5 b•7 %'11I5 N,•IN 4` ?�.r�`4pr�tnt j �►C p�1 It enbt 4 6. Developed new accounting procedures including the charging of indirect costs for the new Ambulance Service Fund 7. Arranged implementation of an electric franchise fee to finance the costs of street lights and traffic signals 8. Prepared 158 page annual financial report for 2003 9. Prepared 172 page capital improvement plan for 2005 -2009 10. Prepared 342 page proposed and adopted budgets for 2005 PJI�'FI.P11\iVfmm— L�1 AYnI'IWIi - 6'1 ^;10i 1':igc I•� iWl 20b'ertn�+�nf Objectives `� 1. Issue bonds to finance public works projects 2. Provide capability for people to pay for recreation programs using the Internet 3. Prepare performance measurement comparison report 4. Survey internal customers to determine the effectiveness of department services 5. Implement timesheet software �:Y.VI \A \Cti:YD \ \I RI.H \I linnnIhlil Apnl _/dlt GI'_:IDC Y:Ipv ^'1 2Ob t O j 'ecU.Ves 9 = K " 6. Prepare a proposal for the implementation of a water surcharge to finance water system costs 7. Expand the use of digital receipts 8. Prepare annual financial report for 2004 9. Prepare capital improvement plan for 2006 -2010 10. Prepare proposed and adopted budgets for 2006 P. FJ\,V EPa6rRPONTTi.,, Uy)npfl2lu15 61 ^2101 Ng, 21 'ectives 1. Issue bonds to finance public improvement projects 2. Issue tax increment bonds to finance the Gladstone neighborhood redevelopment 3. Implement new software for preparation of the capital improvement plan 'NV IN.4 \('ITd'(l \ll.lilY)1 \I dinanu lypl Apnl_W5 .1.21(6 -.Page ect i es, r f 3 J 4 Survey internal customers to determine the effectiveness of department services 5. Prepare annual financial report for 2005 6. Prepare capital improvement plan for 2007-2011 7. Prepare proposed and adopted budgets for 2007 _C.J'INANCEiPU \ \kRPUINTlfurme opi 4pii1'_oa5 - - 6!W2005 Ng<23 June 6, 2005 2004 & 2005 Status Report 2006 Department Vision and Goals -Administration -Marketing *Maplewood Community Center -Recreation - Nature Center & Neighborhood Preserves *Maintenance _- , -, . . . Total By Classification Personal Services 2,457,528 2,524,240 2004 2,681,580 PERCENT Commodities 2002 2003 ORIGINAL 2005 OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2004 BUDGET Administration $260,860 $253,209 $269,200 $293,720 9.1% Community Center 2,193,509 2,167,820 2,101,530 2,190,930 4.3% Ice Arena Operations 15,151 38,316 15,840 14,600 -7.8% Nature Center 238,269 244,629 251,380 255,380 1.6% Open Space Management 79,567 71,097 84,670 83,290 -1.6% Park Maintenance 916,856 927,758 963,640 933,030 -3.2% Recreation Programs 695,975 703,390 769,930 793,860 3.1% Totals 4,400,187 4,406,219 4,456,190 4,564,810 2.4% Total By Classification Personal Services 2,457,528 2,524,240 2,604,540 2,681,580 3.0% Commodities 400,386 392,029 375,950 365,070 -2.9% Contractual Services 1,232,952 1,205,611 1,184,760 1,244,760 5.1% Capital Outlay 304,848 280,412 284,950 273,270 -4.1% Other Charges 4,473 3,927 5,990 130 -97.8% Totals 4,400,187 4,406,219 4,456,190 4,564,810 2.4% Total By Fund Community Center 2,193,509 2,167,820 2,101,530 2,190,930 4.3% General Fund 1,510,703 1,535,009 1,584,730 1,580,020 -0.3% Recreation Programs 695,975 703,390 769,930 793,860 3.1% Totals $4,400,187 $4,406,219 $4,456,190 $4,564,810 2.4% Number of Employees (FTE) 43.06 41,73 38.37 35.21 -6.2% Mini Parks & Neighborhood Parks -185 acres Community Parks - 69 acres Youth Athletic Parks - 80 acres m Community Athletic Complex - 49 acres Neighborhood Preserves — 276 acres Special Use (Nature Center and Maplewood Heights) - 63 acres A dministrati on Division 2004 Highlights ® Acquisition and construction of phase one Legacy Village sculpture garden was completed. Bids were also awarded for phase two, including major landscape development scheduled for aye' R I � the spring of 2005.,- Completion of Afton Heights e redevelopment. This is a park site that ! , D has been in need of redevelopment for I 1 over 20 years. The Parks and Recreation Commission conducted 15 neighborhood meetings to develop master plans for Sterling Oaks neighborhood park, and - 5 Applewood and Priory Preserves. ® The Gladstone redevelopment process was initiated with parks, open space, and trails playing a key role in the development plans. _ - _ Administration Division 2006 Goals ® Completion of Applewood Park Master Plan ® Acquisition and construction of major trail corridor from Walter Street to LaBore Road to the west. This trail corridor will ultimately link the east /west connection from Rice Street in Roseville to Century Avenue with the completion of the Joy Park off -road trail system _ Determine a formal funding source for the nature center to include use of the - - ► �.a: environmental utility fund, potential grant opportunities from other r` municipalities, and the development of expanded public /private partnerships.��' -� ® Resolution of the July 4th community - fireworks display with the Ramsey County parade and fair. This issue will ; ' address potential financial /budget shortfalls envisioned in 2006. * Increase fitness participation through both personal training and group fitness classes. * Increase swim lesson participation ® Maintain strong member base f 1 f 0 Qlvd ® Doug Taubman Recreation Program Manager Expand teen adventure program offerings. Negotiate fair and reasonable Community Gym agreements with the Maplewood and Roseville school districts. Implementation of RecWare Safari program registration, league scheduling and online registration software. Expand day camp and school release day programs to increase participation by offering more childcare options to parents. "We have all our children participate in activities year round through the Maplewood Community Center and Parks and Recreation Department. They eagerly watch for the book to come out so that they can see which of their favorite activities they can choose: swimming, dance, gymnastics, pre- school sports or T- ball." Testimonial LID, "What Maplewood Parks and Recreation accomplishes is much more than teaching children's games. Maplewood Parks and Recreation facilitates teaching and training our children the practical life long individual and team building skills necessary to succeed as adults and strong community members." Robert Corbett Volunteer Coach ® 22,000 visitors - 11,000 attended environmental classes. Storm water education satisfied 6 educational objectives of NPDES permit. ® New interactive exhibits model a forest and pond, created a bright new look for our 25 year anniversary celebration. ® Completed master plans for Priory and Applewood. ® Natural Resource management occurred on 9 sites, including buckthorn removal on city campus. ® City wide buckthorn removal program coordinated. Educate public on wetland buffers by restoring a wetland and implementing a neighborhood backyard buffer improvement project. ® Continue increasing nature center education focus on service projects, (decrease public open hours of visitor center- closed on Sundays) ® Implement landscape plan for picnic shelter /garage at nature center. a Implement plan for Gladstone Savannah a Implement plan for Kohlman Preserve. �s x Te stimol - fl a l rAT "The most positive aspect of service learning was the support of the Maplewood Nature Center workers and the class working. together to make the community of Maplewood a healthier place." * Over 86 %® of citizens rated the appearance of parks and maintenance good or excellent Maintained and Fined over 4,600 athletic fields for League games ® Mowed and maintained over 450 acres,(an increase of 60 % over the past 10 years,) of public park lands with no increase in staff. I GI 11 110 01 I1.1 UC8J 0ULUCIII resurfacing and color continuing at three neighborhood parks. Finish construction details at newly constructed parks: Sterling Oaks, Apple Wood and Legacy Village. Continue buckthorn removal and rain water garden improvements. Awards and Grants NM ® MRPA Award of Excellence- Best Community Center and Marketing ® MCC ranked #8 in the State by The Business Journal ® Voted Best Fitness Center by the Lillie News three years inarow Northern Lights for 2003 Award of Merit- Maplewood Community Center Video Project Award of Merit- Maplewood Community Center Corporate Membership Packet Award of Merit- Maplewood Community Center Web Page ® DNR Education Partnership Grant for Nature Center LEAP Award- Landscape Ecology Award for Nature Center's prairie planting at the Community Center MCC voted best place to hold a reception Volunteering: The Park & Recreation Dept. creates opportunities for residents to give back to their community over $820,000 value Junior Volunteers help clear trails, plant gardens, pick up litter, and more. Here they pose with their families and council member Kathy Juenemann. L Applevuood ighborhood Preserve ;{ Parks and Recreation is valuable contributor to policy objectives such as job opportunities, youth development, public health, and community building. Parks have long been recognized as major contributors to the physical and aesthetic quality of neighborhoods. Recreation provides opportunities for children to build the skills and strengths they need to lead full and rewarding lives. The assets children and youth need for healthy development fall into four domains: physical, intellectual, emotional, social.