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2006 09-25 500 CMW
AGENDA CITY COUNCIL/MANAGER WORKSHOP Monday, September 25, 2006 Maplewood Room, City Hall 5:00 p.m. A. CALL TO ORDER B. ROLL CALL C. APPROVAL OF AGENDA D. NEW BUSINESS 1. IT/ Fi na nce/R EaL/Leg isl ative/ Executive Budget 2. Housing and Redevelopment Authority Interviews E. ADJOURNMENT CITY OF MAPLEWOOD ORGANIZATION CHART INFORMATION TECHNOLOGY DEPARTMENT BUDGET 2007 Total By Program Phone Support Services 1% Information Technology Services 99% Total By Classification Person, Service 39% Commodities Other Charges 0.1% Contractual Services 33% Capital Outlay and Depreciation 15% CITY OF MAPLEWOOD, MINNESOTA INFORMATION TECHNOLOGY DEPARTMENT EXPENDITURE SUMMARY Total By Classification Personal Services Commodities Contractual Services Capital Outlay and Depreciation Other Charges Totals Total By Fund Information Technology Fund 1 01111 - 10972-TEOM 253,486 323,697 337,420 2006 - 23.0% PERCENT 84,414 2004 2005 ORIGINAL 2007 OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2006 BUDGET Information Technology Services 774,168 717,500 721,700 671,040 -7.0% Phone Support Services 0 20,114 24,050 9,060 - 62.3% Totals 774,168 737,614 745,750 680,100 -8.8% Total By Classification Personal Services Commodities Contractual Services Capital Outlay and Depreciation Other Charges Totals Total By Fund Information Technology Fund 1 01111 - 10972-TEOM 253,486 323,697 337,420 259,850 - 23.0% 201,939 84,414 80,460 89,480 11.2% 251,271 224,330 223,990 227,570 1.6% 65,552 104,754 102,030 102,580 0.5% 1,920 419 1,850 620 - 66.5% 774,168 737,614 745,750 680,100 -8.8% 774,168 737,614 745,750 680,100 -8.8% 100 4.25 4.25 3.10 - 27.06 w 0.8 C O 0.6 Expenditures 0.4 0.2 0.0 2004 ACTUAL 2005 ACTUAL 2006 ORIGINAL 2007 BUDGET BUDGET CITY OF MAPLEWOOD MISSION STATEMENT To provide the most effective information technology services and support possible to the City of Maplewood staff and citizens. 2007 OBJECTIVES 1. Refine IT processes to maximize efficiency 2. Continue to increase and enhance services available to the public via the Internet 3. Improve Help Desk response time and usage 4. Test and implement wireless options for collection and dissemination of data 5. Continue move toward a paperless work environment 6. Test and continually update Disaster Recovery plan 7. Increase security throughout our internal network CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: INFORMATION DEPARTMENT: INFORMATION TECHNOLOGY SERVICES TECHNOLOGY PROGRAM MISSION To provide and support internal information systems and create external interfaces that facilitates access to city information. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $253,486 $303,663 $313,370 $250,790 Commodities 201,939 84,414 80,460 89,480 Contractual Services 251,271 224,250 223,990 227,570 Depreciation 65,552 104,754 102,030 102,580 Other 1,920 419 1,850 620 Sub -Total 774,168 717,500 721,700 671,040 Less charges to other depts. (288,424) (626,159) (654,570) (582,560) Net Total $485,744 $91,341 $67,130 88,480 Percent Change 33.4% -81.2% -26.5% 31.8% Staff Hours No. of Employees (FTE) 3.00 4.00 4.00 3.00 BUDGET COMMENTS The total expenditures before deducting charges to other departments are less in 2007 mainly due to the elimination of the IT Technician position. The net total is higher in 2007 because charges to other departments will decrease given that financial reserves have been replenished. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: INFORMATION TECHNOLOGY DEPARTMENT: INFORMATION SERVICES TECHNOLOGY 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Number of devices maintained 310 326 358 368 Number of workstations 174 194 200 210 maintained Number of help desk requests* 1,332 1,722 1,548 1,750 Number of computers replaced 60 46 35 50 EFFECTIVENESS INDICATORS Percent of help desk service 52% 58% 65% 75% calls resolved within 24 hrs ** Percent of internal customers rating services as good or 60% 70% 80% 85% excellent Number of web page hits by 445,000 560,000 783,000 850,000 external users EFFICIENCY MEASURES IT wage and benefit $1,457 $1,565 $1,567 $1,453 expenditures per workstation COMMENTS Estimates for Outputs /Workload in 2007 continue to rise. The actual numbers almost stay the same but there are many shifts and changes behind the scene. The push toward network printers will hold in 2007 meaning more personal printers will be brought out of service. The added devices and workstations mostly pertain to the increase in demand for mobile computing (laptops, smart phones, etc.) Help desk requests will continue to rise as new technologies are implemented and as employees are forced to use it. As tickets and questions are fixed and answered faster, services will be rated higher. Website statistics will continue to climb as more and more information is provided to the public via the City portal. * Total calls (service calls plus project calls) ** Service calls are those having a chance of being resolved within 24 hours. Other requests fall into the projects category, where because of job type, problems, parts, etc., cannot be resolved within 24 hours. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: PHONE SUPPORT DEPARTMENT: INFORMATION SERVICES TECHNOLOGY PROGRAM MISSION To provide and support the citywide telecommunication system. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $ 0 $20,034 $24,050 $9,060 Sub -Total 0 20,034 24,050 9,060 Less charges to other depts. (0 ) ( 20,034 ) ( 24,050) (9,060) Net Total $ 0 $ 0 $ 0 $ 0 Percent Change N/A 00.0% 00.0% 00.0% Staff Hours No. of Employees (FTE) 0 0 .25 .10 BUDGET COMMENTS Personal Services have dropped significantly for 2007 due to the decrease in Phone Technician hours from 14 time to 1/10. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: PHONE SUPPORT DEPARTMENT: INFORMATION SERVICES TECHNOLOGY 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS /WORKLOAD Number of devices maintained 358 364 411 417 Number of help desk calls * 81 93 114 120 EFFECTIVENESS INDICATORS Percent of help desk service 52% 71% 40% 60% calls resolved within 24 hrs ** EFFICIENCY MEASURES Total operating and maintenance expenditures per $139 $138 $136 $103 device. Budget Comments The effectiveness indicator estimate for Phone Support Services in 2006 is lower than normal due to many of the tickets being classified as service calls rather than project calls. This is being corrected for accurate reporting in the future. * Total calls (service calls plus project calls) ** Service calls are those having a chance of being resolved within 24 hours. Other requests fall into the projects category, where because of job type, problem, parts, etc., cannot be resolved within 24 hours. CITY OF MAPLEWOOD, MINNESOTA INFORMATION TECHNOLOGY FUND (703) STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN FUND EQUITY ACCT NO. Operating revenues: 3802 Billings to departments: Phone support services I.T. services Total revenues Operating expenses: Phone support services: Personal services Contractual services rersonai services Commodities Contractual services Depreciation Total expenses Operating income (loss) Nonoperating revenues (expenses): 3801 Investment earnings 3809 Miscellaneous 3899 Gain (loss) on disposal of property 4930 Investment management fees Total nonoperating revenues (expenses) Net income (loss) before contributions and transfers Capital contributions 2006 2004 2005 ORIGINAL 2006 2007 ACTUAL ACTUAL BUDGET RE -EST. BUDGET $0 288,424 $0 648,959 $24,050 654,570 $24,050 654,570 $9,060 582,560 288,424 648,959 678,620 678,620 591,620 0 20,034 24,050 24,050 9,060 0 80 0 70 0 253,485 303,664 313,370 313,370 250,790 201,939 84,414 80,460 80,460 89,480 251,271 224,250 223,990 223,990 227,570 65,552 104,754 102,030 102,580 102,580 772,247 737,196 743,900 744,520 679,480 (483,823) (88,237) (65,280) (65,900) (87,860) 851 1,879 2,120 1,170 2,800 0 135 0 0 0 444 (5,609) 0 0 0 (1,854) (418) (1,850) (260) (620) (559) (4,013) 270 910 2,180 (484,382) (92,250) (65,010) (64,990) (85,680) 21.640 0 0 0 0 Change in fund equity (462,742) (92,250) (65,010) (64,990) (85,680) Fund equity - January 1 1,015,973 553,231 480,511 460,981 395,991 Fund equity - December 31 $553,231 $460,981 $415,501 $395,991 $310,311 CITY OF MAPLEWOOD, MINNESOTA INFORMATION TECHNOLOGY FUND (703) STATEMENT OF SOURCES AND APPLICATIONS OF CASH Sources of cash: Net income (loss) Add depreciation Decrease in current assets Increase in current liabilities Non cash activity: Disposal of fixed assets Total Applications of cash: Acquisition of capital assets Decrease in current liabilities Transfers out Total Net increase (decrease) in cash Cash balance - January 1 Cash balance - December 31 Cash balancelworking capital Working capital: Current assets Cash and investments Other assets Current liabilities Due to other funds Other liabilities Net total 2006 2004 2005 ORIGINAL 2006 ACTUAL ACTUAL BUDGET RE -EST 2007 BUDGET ($484,382) {$92,250} ($65,010) ($64,990) ($85,680) 65,552 104,754 102,030 102,580 102,580 2,551 68 0 0 0 0 0 0 0 0 206 5,679 0 0 0 (416,073) 18,251 37,020 37,590 16,900 181,699 47,531 5,000 5,000 0 18,695 10,287 0 0 0 0 0 0 0 0 200,394 57,818 5,000 5,000 0 (616,467) 679,527 (39,567) 32,020 32,590 16,900 63,060 42,370 23,493 56,083 $63,060 $23,493 $74,390 $56,083 $72,983 132.4% 128.5% 63,060 23,493 194 126 0 0 (15,617) (5,330) $47,637 $18,289 l III FINANCE DEPARTMENT ORGANIZATION CHART Finance Director Administrative Assistant Assistant Finance Director Payroll Accounts Accounts Technicians Accountant Payable Receivable Techniican Technician FINANCE DEPARTMENT an plej =k IK#Ti Total By Program Ambulance Administration Service Billing 39% 11% Total By Classification Personal Services 80% Other Charge 4% :)dities Finance Services 50% Contractual 170 Services 15% CITY OF MAPLEWOOD, MINNESOTA FINANCE DEPARTMENT EXPENDITURE SUMMARY Total By Classification Personal Services 523,116 548,926 2006 624,170 PERCENT Commodities 2004 2005 ORIGINAL 2007 OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2006 BUDGET Administration $294,571 $293,596 $294,010 $305,600 3.9% Ambulance Service Billing 0 80,244 82,110 87,860 7.0% Finance Services 390,997 351,062 371,870 385,280 3.6% Totals 685,568 724,902 747,990 778,740 4.1% Total By Classification Personal Services 523,116 548,926 579,300 624,170 7.7% Commodities 8,891 6,716 10,240 9,570 -6.5% Contractual Services 118,017 138,909 131,970 114,630 -13.1% Capital Outlay and Depreciation 8,520 0 0 0 N/A Other Charges 27,024 30,351 26,480 30,370 14.7% Totals 685,568 724,902 747,990 778,740 4.1% Total By Fund General Fund 685,568 644,658 665,880 690,880 3.8% Ambulance Service Fund 0 80,244 82,110 87,860 7.0% Totals 685,568 724,902 747,990 778,740 4.1% Number of Employees (FTE) 7.10 7.08 7.05 7.00 -0.7% y 1.0 c 2 08 2 0.6 Expenditures 0.4 0.2 0.0 2004 ACTUAL 2005 ACTUAL 2006 ORIGINAL 2007 BUDGET BUDGET MISSION STATEMENT To provide quality financial services and to maintain the city's financial health and stability. 2007 OBJECTIVES 1. Arrange for the issuance of bonds to finance projects that will improve and expand the city's infrastructure of streets and utilities. 2. Prepare and distribute the Comprehensive Annual Financial Report for 2006 by May 4, 2007. 3. Prepare and distribute the 2008 -2012 Capital Improvement Plan by April 25, 2007. 4. Prepare and distribute the proposed 2008 Budget by August 2, 2007. 5. Survey internal customers to determine the effectiveness of financial services by September 14, 2007. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: ADMINISTRATION DEPARTMENT: FINANCE PROGRAM MISSION To manage department operations, borrow money to finance city expenditures, invest city money, prepare and monitor the annual city budget and prepare the annual update of the city's five -year capital improvement plan. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $174,660 $182,357 $192,010 $211,120 Commodities 8,535 6,052 8,820 8,750 Contractual Services 111,406 105,207 93,180 85,730 Other (30) (20) 0 0 Total $294,571 $293,596 $294,010 $305,600 Percent Change 17.4% -0.3% 0.1% 3.9% Staff Hours No. of Employees (FTE) 2 2 2 2 BUDGET COMMENTS The increase in personal services is due to pay increases and an increase in the cost of benefits. Contractual services decreased due to lower internal I.T. charges and termination of a contract for investment management services. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: ADMINISTRATION DEPARTMENT: FINANCE 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Number of agenda reports 63 70 70 70 prepared Number of pages in budget 342 346 350 350 booklet Number of pages in capital 168 170 170 170 improvement plan booklet EFFECTIVENESS INDICATORS Percent of customer ratings 100% 100% 100% 100% that were good or excellent Yield on long -term portfolio 1.7811.45 1.7311.45 5.014.8 5.014.8 compared to benchmark Receive the GFOA Yes Yes Yes Yes Distinguished Budget Award COMMENTS The number of agenda reports prepared has been tracked since 2003 when there were a total of 55. It is difficult to predict the number of agenda reports that will be prepared in 2006 and 2007, but the total should be close to the number for 2005. The number of pages in the budget booklet increased by 25% when the 2004 budget was prepared in 2003 and changed to a program - performance format. Since then the number of pages has not changed significantly. The number of pages in the capital improvement plan booklet is affected by the number of projects that are included in it. No significant change in the number of projects is anticipated in 2006 or 2007. The Finance Department conducts an annual survey of internal customers to evaluate the effectiveness of services provided. It is anticipated that the high ratings on the quality of services will continue in 2006 and 2007. City investments are divided into three portfolios: short -term managed by city staff, long -term managed by city staff and long -term managed by the Voyageur Asset Management Incorporated. On 12- 31 -05, the amounts in each portfolio were $8.1 million, $10.1 million and $1.3 million respectively. The effectiveness indicator is for the long -term portfolio managed by city staff and the benchmark is the Merrill Lynch 1 -5 Year Government Index. For 2004 and 2005, the yield exceeded the benchmark by 33 and 28 basis points respectively. It is anticipated that the yield will continue to exceed the benchmark in 2006 and 2007 by at least 20 basis points. The interest rates are very difficult to predict especially since changes in the market value of the portfolio affect the return. The estimated rates for 2006 and 2007 are the interest rates that were in effect near the end of April 2006. In 2005 there were 663 cities that received the Government Finance Officers Association Distinguished Budget Award and 18 of these were in MN. Maplewood has received the Award for 22 years and is tied with two other MN cities for receiving the most awards. The other cities are Richfield and Duluth. The Awards p rogram was started in 1984. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: AMBULANCE SERVICE BILLING DEPARTMENT: FINANCE PROGRAM MISSION To bill, collect and account for ambulance service charges. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $0 $61,820 $63,090 $67,330 Commodities 0 664 1,380 780 Contractual Services 0 17,760 17,640 19,750 Total $ 0 $80,244 $82,110 $87,860 Percent Change 0% 100% 2.3% 7.0% Staff Hours No. of Employees (FTE) 0 1 1 1 BUDGET COMMENTS The increase in personal services is due to the annual cost of living adjustment and an increase in the cost of benefits. The increase in contractual services is due to higher collection agency fees. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: AMBULANCE SERVICE BILLING DEPARTMENT: FINANCE 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Number of service calls billed 2,138 2,212 2,329 2,453 Number of payments posted 3,830 4,024 4,192 4,415 EFFECTIVENESS INDICATORS Percent of unpaid ambulance bills over two years old written 26.7% 36.7% 36.0% 36.0% off COMMENTS The estimated number of service calls billed has been increasing by an annual average of 5.3% over the past five years. It is assumed that this trend will continue for 2006 and 2007. The number of payments per bill averages 1.8 because most insurance policies require a co -pay by the patient. There are no payments on bills that are uncollectible which causes the average number of payments to be less than two. The increase in the percentage of ambulance bills written off in 2005 is due to a change in the Medicare law. The law now requires all ambulance service providers to accept assignment. This means that the City is prohibited from collecting the remaining balance on ambulance bills after the Medicare payment. In 2005, when the Medicare balances were written off as uncollectible, they totaled $426,748 which was 24% of the total services charges billed. The ambulance rates have been increased to fully offset these uncollectible balances. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: FINANCE SERVICES DEPARTMENT: FINANCE PROGRAM MISSION To collect and deposit revenues, disburse money to pay vendors and employees, maintain accounting records, prepare financial reports, maintain adequate insurance coverage, and assist with the preparation of the annual city budget and five -year capital improvement plan. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $348,456 $304,749 $324,200 $345,720 Commodities 356 0 40 40 Contractual Services 6,611 15,942 21,150 9,150 Capital Outlay 8,520 0 0 0 Other Charges 27,054 30,371 26,480 30,370 Total $390,997 $351,062 $371,870 $385,280 Percent Change 17.1% (10.2)% 5.9% 3.6% Staff Hours No. of Employees (FTE) 5.10 4.08 4.05 4.00 BUDGET COMMENTS The increase in personal services is due to the annual cost of living adjustment and an increase in the cost of benefits. Contractual services are down because the Accounting Technician has completed her schooling and educational reimbursements are no longer needed. The $30,370 listed as other charges consists of investment management fees. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: FINANCE SERVICES DEPARTMENT: FINANCE 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Number of receipts manually processed 9,295 7,134 7,200 7,200 Number of invoices paid 10,450 9,642 9,700 9,700 Number of payroll checks and direct deposits 10,773 10,437 10,500 10,500 Number of pages in annual financial report 158 160 160 160 EFFECTIVENESS INDICATORS Receive the GFOA Certificate on the annual Yes Yes Yes Yes financial report EFFICIENCY MEASURES Percent of invoices paid by purchasing cards 59.4% 58.4% 59.0% 59.0% Percent of employees paid by direct deposit 64.7% 67.4% 70.0% 73.0% COMMENTS The number of receipts manually processed decreased by 23% in 2005 due to the implementation of new software for the processing of permits in the Community Development and Public Works departments. When the new software produces a permit it also produces a receipt and automatically enters the data into the accounting software. The number of invoices paid decreased by 8% in 2005 for a number of reasons. The vendor that supplies police uniforms changed their billing procedure from one invoice per police officer to one invoice per month which reduced the monthly total by 20 -30 invoices. The rubbish hauler also changed their billing procedure from one invoice per pick -up location to one invoice per month for all locations. Also, in 2004 there were an unusually high number of refunds. The number of payroll checks and direct deposits decreased in 2005 because in 2004 there were 27 bi- weekly payrolls which happens every 11 or 12 years. Normally there are 26 bi- weekly payrolls each year. The number of pages in the annual financial report fluctuates based upon the length of the notes to the financial statements, number of funds and changes in generally accepted accounting principles. In 2005, the Government Finance Officers Association awarded 1,711 Certificates of Achievement for Excellence in Financial Reporting and 88 of these were to cities in Minnesota. Maplewood has received this award for 25 consecutive years. Purchasing cards are credit cards issued to employees to make purchases of up to $5,000 more efficiently. The cards replace purchase orders and payment authorization forms. Purchases made with the cards are paid for electronically which has significantly reduced the number of checks issued. Purchasing cards have been used by the city since 2000. The percent of employees paid by direct deposit has gradually increased each year since 1995 when it was first offered as an option. Beginning in 2001, all new employees were required to enroll in the direct deposit program. CITY OF MAPLEWOOD RECORDS, ELECTIONS AND LICENSES DEPARTMENT ORGANIZATION CHART REaL Director City Clerk Deputy Clerk Business Office Lead License Specialist Licensing Licensing Election Specialists Judges Specialist Receptionist Specialist RECORDS, ELECTIONS AND LICENSES DEPARTMENT plej =1 dKITI Total By Program City Clerk Administration 50% Registrar ° lo Elections 5% Total By Classification Personal L+-. ,.,.,.. Services 2% 11% Contractual Commodities CITY OF MAPLEWOOD, MINNESOTA RECORDS, ELECTIONS AND LICENSES EXPENDITURE SUMMARY Total By Classification Personal Services 571,741 607,260 2006 685,340 PERCENT Commodities 2004 2005 ORIGINAL 2007 OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2006 BUDGET City Clerk Administration 327,764 353,862 362,190 393,740 8.7% Deputy Registrar 279,631 305,581 315,470 350,720 11.2% Elections 47,247 33,390 82,350 42,950 - 47.8 Totals 654,642 692,833 760,010 787,410 3.6% Total By Classification Personal Services 571,741 607,260 640,980 685,340 6.9% Commodities 24,809 18,837 16,620 16,880 1.6% Contractual Services 52,880 65,751 85,410 85,190 -0.3% Capital Outlay and Depreciation 4,106 0 17,000 0 - 100.0 Other Charges 1,106 985 0 0 N/A Totals 654,642 692,833 760,010 787,410 3.6% Total By Fund General Fund $654,642 $692,833 $760,010 $787,410 3.6% Number of Employees (FTE) 9.11 9.58 9.58 10.25 7.0% y 1.0 c 0.8 2 0.6 Expenditures 0.4 02 0.0 N 10 W F LL 8 Employees 2004 ACTUAL 2005 ACTUAL 2006 ORIGINAL 2007 BUDGET BUDGET �vVBUDGET �,� CITY OF MAPLEWOOD RECORDS, ELECTIONS AND LICENSES MISSION STATEMENT To maintain records, administer elections and issue licenses in a timely and efficient manner 2007 OBJECTIVES 1. Work with IT and Finance Departments to provide the capability for people to apply and pay for business licenses via the Internet. 2. Work with Fire and Police Departments to implement the new business registration program. 3. Conduct the State and local elections meeting all deadlines and requirements mandated by State and local election laws. 4. Implement new voter equipment for the visually and language impaired and train staff and election judges in the same. 5. Conduct a training session on record retention and data practice laws to staff responsible for implementation. 6. Continue exploring and implementing procedures making city documents and records readily accessible to the public. 7. 100% of completed council agendas and agenda packets provided 5 days in advance of meetings. 8. 100% of legal notices prepared, posted and/or published within legal deadlines. 9. Increase marketing efforts. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: ADMINISTRATION DEPARTMENT: RECORDS, ELECTIONS AND LICENSES PROGRAM MISSION To maintain accurate and complete permanent city records, to manage the issuance and processing of business licenses and permits in a timely and efficient manner and to manage department operations. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $259,723 $272,399 $270,670 $302,390 Commodities 20,068 18,234 12,910 13,110 Contractual Services 46,867 62,244 78,610 78,240 Capital Outlay 0 0 0 0 Other Charges 1,106 985 0 0 Total $327,764 $353,862 $362,190 $393,740 Percent Change 4.4% 8.0% 2.4% 8.7% Staff Hours No. of Employees (FTE) 3.88 3.75 3.75 4.00 BUDGET COMMENTS The increase in personal services is due to pay increases, an increase in the cost of benefits and moving .25 of the Office Specialist from the Human Resource Department to this program. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: ADMINISTRATION DEPARTMENT: RECORDS, ELECTIONS AND LICENSES 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTSIWORKLOAD Agenda reports 599 575 496 580 Pages of minutes 587 640 510 650 Number of ordinances 8 9 8 10 Number of resolutions 225 186 205 185 Business licenses /permits 1,278 1,544 1,150 1,500 EFFECTIVENESS INDICATORS Percentage of licenses, 95% 97% 9910 permits issued by deadline COMMENTS Administrative workload remains steady in the area of output and workload as shown above. The decrease in the amount of business licenses for 2006 is due to staggering licensing due dates from December 31 of any given year to alternative months. * Indicates data not available CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: DEPUTY REGISTRAR DEPARTMENT: RECORDS, ELECTIONS AND LICENSES PROGRAM MISSION To present a courteous, service - oriented team providing a high level of accuracy and efficiency. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $271,393 $302,973 $312,550 $347,710 Commodities 328 0 0 0 Contractual Services 3,804 2,608 2,920 3,010 Capital Outlay 4,106 0 0 0 Total $279,631 $305,581 $315,470 $350,720 Percent Change 10.3% 9.3% 3.2% 11.2% Staff Hours No. of Employees (FTE) 5.23 5.83 5.83 6.25 BUDGET COMMENTS The increase in personal services is due to pay increases and an increase in the cost of benefits. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: DEPUTY REGISTRAR DEPARTMENT: RECORDS, ELECTIONS AND LICENSES 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTSIWORKLOAD Number of motor vehicle 46,432 49,610 45,000 49,800 transactions Number of driver's license 18,565 18,035 18,000 18,500 transactions Number of passports 2,725 2,644 2,800 3,000 processed EFFECTIVENESS INDICATORS Initial accuracy rate on motor 98% 99% 98% 99% vehicle reports reconciled Initial accuracy rate on driver's license reports 98% 98% 98% 98% reconciled COMMENTS Motor vehicle transactions continue to steadily increase while driver's licenses maintain a steady pace. There should be an increase in the number of passports that are processed due to federal requirements requiring passports to and from the Caribbean, Bermuda, Central and South America, Mexico and Canada. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: ELECTIONS DEPARTMENT: RECORDS, ELECTIONS AND LICENSES PROGRAM MISSION To manage all municipal, federal and state elections focusing on legal compliance and integrity. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $40,625 $31,888 $57,760 $35,240 Commodities 4,413 603 3,710 3,770 Contractual Services 2,209 899 3,880 3,940 Capital Outlay 0 0 17,000 0 Total $47,247 $33,390 $82,350 $42,950 Percent Change 124.2% - 29.3% 146.6% - 47.8% Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS The decrease in this budget is due to no anticipated special elections and no anticipated capital outlay for 2007. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: ELECTIONS DEPARTMENT: RECORDS, ELECTIONS AND LICENSES 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTSIWORKLOAD Number of registered voters 25,807 22,823 24,000 24,700 Election judges trained 154 138 160 150 Number of ballots cast 22,580 5,457 18,000 7,000 Number of absentee ballots 1,884 178 700 200 processed EFFECTIVENESS INDICATORS Percentage of eligible voters 72% 63% 65% 65% registered to vote COMMENTS Given the election, the number of registered voters and the number of ballots cast can vary greatly. In the 2006 State General Election it is approximated that there are likely to be 24,700 registered voters and approximately 18,000 ballots cast. While in 2007, for the Local General Election, past history has shown the expectation of far less. Increase in local election judges trained is to ensure that judges have an opportunity to experience use of the new handicapped accessible election equipment before the 2008 Federal and State Election. CITY OF MAPLEWOOD LEGISLATIVE DEPARTMENT ORGANIZATIONAL CHART Citizens City Council Police � � Community Community Planning Housing & Park & Civil Service Outreach Design Commission Redevelopment Recreation Commission Committee Review Board Authority Commission Historic Preservation Commission F Legal Interim City Manager LEGISLATIVE DEPARTMENT an plej =k IK#Ti Total By Program City Council 75% Charitable Gambling 21% Police Civil Service Commission 2% Commodities 5% Planning Commission 1% Parks & Recreation Commission 0% Total By Classification Contractual c- r.. -n- Commmunity Outreach Committee 1% Other Charges 0.03% Personal Services 30% CITY OF MAPLEWOOD, MINNESOTA LEGISLATIVE DEPARTMENT EXPENDITURE SUMMARY Total By Program Charitable Gambling City Council Commmunity Outreach Committee Parks & Recreation Commission Planning Commission Police Civil Service Commission Totals Total By Classification Personal Services 53,451 2006 55,580 PERCENT 2004 2005 ORIGINAL 2007 OVER(UNDER) ACTUAL ACTUAL BUDGET BUDGET 2006 BUDGET $72,221 $52,330 $53,730 $40,050 - 25.5% 128,402 115,512 143,970 143,990 0.0% 419 188 1,680 1,700 1.2% 476 78 230 230 0.0% 695 813 1,170 1,170 0.0% 612 1,295 4,320 4,390 1.6% 202,825 170,216 205,100 191,530 -6.6% Personal Services 53,451 51,816 55,580 57,180 2.9% Commodities 37,963 10,373 8,650 9,810 13.4% Contractual Services 85,215 100,821 140,800 124,490 - 11.6% Capital Outlay and Depreciation 26,089 7,000 0 0 NIA Other Charges 107 206 70 50 - 28.6% Totals 202,825 170,216 205,100 191,530 -6.6% Total By Fund Charitable Gambling Tax Fund 72,221 52,330 53,730 40,050 - 25.5% General Fund 130,604 117,886 151,370 151,480 0.1% Totals $202,825 $170,216 $205,100 $191,530 -6.6% •- • • • -- (aw 0 0 0 0 0 t o 5.00 ------------------------------------------------------------------ LLL 4.00 3.00 Employees 2.00 1.00 0.00 v vv ----- vvv ----- vv --- ----- 2004 ACTUAL 2005 ACTUAL 2006 ORIGINAL 444 2007 BUDGET BUDGET LEGISLATIVE MISSION STATEMENT To provide for the establishment of policies and adoption of local laws for the health, safety and welfare of the community. 2007 OBJECTIVES CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: CHARITABLE GAMBLING DEPARTMENT: LEGISLATIVE PROGRAM MISSION The Charitable Gambling Fund accounts for expenditures of the City gambling tax. The tax is ten percent of the net receipts of a licensed organization for lawful gambling. The City Council allocates the funds to agencies and departments that provide City - related services. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Commodities $16,245 $2,306 $ 0 $ 0 Contractual Services 29,780 42,818 53,660 40,000 Capital Outlay 26,089 7,000 0 0 Other Charges 107 206 70 50 Total $72,221 $52,330 $53,730 $40,050 Percent Change 92.9% - 27.5% 2.7% (25.5)% Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS The requests approved by the City Council for 2007 are as follows: $1,100 American Red Cross 300 Tubman Family Alliance 11,100 Maplewood Historical Society 1,440 Family Institute for Well Being 2,080 Friends of Suburban Ramsey County Libraries 654 Dispute Resolution Center 1,700 Edgerton Elementary School PTA 3,540 Police Explorers 1,512 Carver Elementary School PTO 1,940 Heritage Theatre Company 3,350 Ramsey County Fair 3,000 Police Reserves 8,284 MCC Room Rentals $40,000 Total CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: CHARITABLE GAMBLING DEPARTMENT: LEGISLATIVE 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Requests considered 13 14 14 14 Requests awarded 8 13 13 13 COMMENTS The number of requests received and awarded has been fairly constant. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: CITY COUNCIL DEPARTMENT: LEGISLATIVE PROGRAM MISSION To establish policy, adopt laws and appoint members of advisory commissions. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $53,451 $51,816 $55,580 $57,180 Commodities 21,122 7,608 7,840 7,960 Contractual Services 53,829 56,088 80,550 78,850 Total $128,402 $115,512 $143,970 $143,990 Percent Change 96.3% (10.0)% 24.6% 0.0% Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS The budget for 2007 is essentially the same as 2006. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: CITY COUNCIL DEPARTMENT: LEGISLATIVE 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Number of Council meetings 28 28 28 28 Agenda items 599 575 496 580 COMMENTS The above items are a small part of the workload for the City Council. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: MAPLEWOOD COMMUNITY DEPARTMENT: LEGISLATIVE OUTREACH COMMITTEE PROGRAM MISSION To work with the local business community welcoming new and relocated residents to the city providing information on services and opportunities within the community. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Commodities $ 244 $ 0 $ 150 $1,200 Contractual Services 175 188 1,530 500 Total $ 419 $188 $1,680 $1,700 Percent Change -6.5% -55.1% 793.7% 1.2% Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS 2004 -2006 budget was for the dissolved Human Relations Commission. The Maplewood Community Outreach Committee was formed in June 2006 by the City Council. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: MAPLEWOOD COMMUNITY OUTREACH COMMITTEE DEPARTMENT: LEGISLATIVE 90 °l° 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTSIWORKLOAD 0 0 N/A Contests sponsored 2 0 0 0 Community awareness events 4 0 0 0 sponsored N/A 100% 100% Bias crime complaints 1 0 0 0 Businesses and N/A N/A 20 50 Organizations Participating Percents a of new residents N/A N/A 60 °t° 90 °l° contacted by the committee EFFECTIVENESS INDICATORS Number of people attending 1,100 0 0 N/A community events Percentage of Businesses and Organizations N/A N/A 100% 100% Participating Percentage of New Residents N/A N/A 60% 90% Contacted by the Committee COMMENTS Most of the 2004 -2006 Outputs /Workload and Effectiveness Indicators pertain to the dissolved Human Relations Commission. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: PARKS & RECREATION DEPARTMENT: LEGISLATIVE COMMISSION PROGRAM MISSION To serve as the liaison to the City Council between city residents and staff on all matters pertaining to parks, recreation, trails and natural resources. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Commodities $ 23 $ 47 $ 0 $ 0 Contractual Services 453 31 230 230 Total $476 $ 78 $ 230 $230 Percent Change (64.3)% (83.6)% 194.9% 0.0% Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS The Parks and Recreation Commission budget includes incidental costs for travel and training (two commissioners to attend the State Conference), related workshops and meals for tours. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: PARKS & RECREATION COMMISSION DEPARTMENT: LEGISLATIVE 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTSIWORKLOAD Number of public meetings 16 20 16 14 Commission items requiring 38 42 30 24 formal action EFFECTIVENESS INDICATORS Number of meetings involving the public; i.e., park planning 14 6 4 8 process, community issues, etc. Percentage of recommendations adopted by 95% 100% 95% 98% the city council EFFICIENCY MEASURES Average number of days between recommendation 12 14 14 14 from the commission to city council action on the item COMMENTS The Parks and Recreation Commission is a nine - member, volunteer resident advisory board to the City Council on all matters relating to parks, recreation, trail, open space and park development issues. The commission meets the third Monday monthly but has experienced increased meetings due to public hearings for recent park development. Staff serves as the liaison between the Parks and Recreation Commission and City Council. There are fewer park projects proposed in 2006 and 2007 which will necessitate less meetings. The commission does an excellent job in resolving public issues based on extensive surveying and coordinating public input process to ensure community "buy -in" prior to submittal to the City. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: PLANNING COMMISSION DEPARTMENT: LEGISLATIVE PROGRAM MISSION To advise the city council on zoning and land use requests and to periodically review and revise the city's comprehensive land use plan. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Commodities $329 $412 $660 $650 Contractual Services 366 401 510 520 Total $ 695 $ 813 $1,170 $1,170 Percent Change (16.8)% 17.0% 43.9% 0.0% Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS The 2007 budget is essentially the same as the 2006 budget. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: PLANNING COMMISSION DEPARTMENT: LEGISLATIVE 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Number of applications 69 63 60 60 reviewed EFFECTIVENESS INDICATORS Number of public meetings 18 20 24 25 held COMMENTS Number of applications reflects development applications that are reviewed by the Planning Commission at a public meeting. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: POLICE CIVIL SERVICE DEPARTMENT: LEGISLATIVE COMMISSION PROGRAM MISSION To help ensure a fair and objective hiring process for sworn law enforcement positions and to investigate any grievances or discipline submitted to the Commission and render an impartial decision. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Contractual Services 612 1,295 4,320 4,390 Total $612 1,295 $4,320 $4,390 Percent Change (85.0 %) 111.6% 233.6% 1.6 °l° Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS The Police Civil Service Commission budget will increase due to a 1.6% inflation adjustment. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: POLICE CIVIL SERVICE COMMISSION 2004 Actual DEPARTMENT: LEGISLATIVE 2005 2006 2007 Actual Estimate Estimate OUTPUTSIWORKLOAD Number of lists created - 1 0 1 1 external Number of lists created - 0 3 0 1 internal EFFECTIVENESS INDICATORS Average number of working days between approval to N/A 28 N/A 35 post position and adoption of promotional list Average number of working days between approval to 76 0 75 75 post position and adoption of external eligibility list COMMENTS The external and internal posting and eligibility list has very little change from year to year on the average number of working days to adoption of a list. There are some years where there is no need to create an external eligibility list and other years where there is no need to create an internal eligibility list. On the other hand, sometimes there is a need to create 2 -3 lists, depending on retirements and resignations. If there is a high ranking vacancy, lists are needed of all job titles below it due to probable promotions. CITY OF MAPLEWOOD EXECUTIVE DEPARTMENT ORGANIZATION CHART Interim City Manager Legal I nterim Community Finance Fire Police Development Director Chief Chief Director/ Building Official Information Parks & Public Records, Technology Recreation Works Elections, Director Director Director and Licenses Director EXECUTIVE DEPARTMENT an plej =k IK#Ti a • s H.R. "'— -istration 4% Administr 23% Safety 1% Marketing 14% Total By Classification Commodities 1% Personal Services 4 ©% Legal Services 38% Contractual Services 48% Other Charges 11% CITY OF MAPLEWOOD, MINNESOTA EXECUTIVE DEPARTMENT EXPENDITURE SUMMARY Total By Program 2004 ACTUAL 2005 ACTUAL 2006 ORIGINAL BUDGET 2007 BUDGET PERCENT OVER(UNDER) 2006 BUDGET Administration $259,022 $274,918 $297,030 $200,670 - 32.4% Building Operations 485,845 488,012 456,710 0 - 100.0% H.R. Administration 0 0 0 209,030 NIA Legal Services 303,247 339,280 405,250 336,120 -17.1% Marketing 124,101 110,928 128,130 126,000 -1.7% Safety 0 0 0 8,850 NIA Totals 1,172,215 1,213,138 1,287,120 880,670 - 31.6% Total By Classification Personal Services 446,952 442,735 502,720 355,710 - 29.2% Commodities 49,837 42,674 47,880 9,540 - 80.1% Contractual Services 594,168 561,084 635,820 414,720 - 34.8% Capital Outlay and Depreciation 37,084 44,700 0 0 NIA Other Charges 44,174 121,945 100,700 100,700 0.0% Totals 1,172,215 1,213,138 1,287,120 880,670 - 31.6% Total By Fund General Fund 1,154,995 1,213,138 1,287,120 880,670 - 31.6% Environmental Utility Fund 17,220 0 0 0 NIA Totals $1,172,215 $1,213,138 $1,287,120 $880,670 - 31.6% Number of Employees (FTE) 6.13 5.27 5.54 3.70 - 33.2% N 1.4 0 1.2 1.0 0.8 Expenditures 0.6 0.4 0.2 0.0 0 w LL 6 Employees 2004 ACTUAL 2005 ACTUAL 2006 ORIGINAL 2007 BUDGET BUDGET 2004 ACTUAL 2005 ACTUAL 2006 ORIGINAL 2007 BUDGET BUDGET EXECUTIVE MISSION STATEMENT To provide for the administration of City Government within the guidelines and policies established by the City Council. 2007 OBJECTIVES CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: ADMINISTRATION DEPARTMENT: EXECUTIVE PROGRAM MISSION To manage all departments and functions of city operations through department heads as directed by city code, state statute, and the City Council. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $225,939 $234,394 $255,320 $166,150 Commodities 5,089 2,078 3,280 3,340 Contractual Services 27,994 38,446 38,430 31,180 Total $259,022 $274,918 $297,030 $200,670 Percent Change 5.2% 6.1% 8.0% (32.4)% Staff Hours No. of Employees (FTE) 1.97 1.90 1.90 1.50 BUDGET COMMENTS The decrease in personal services is due to the elimination of the Assistant City Manager position (40% of the position was allocated to this program) and a reduction of City Manager wages and benefits. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: ADMINISTRATION DEPARTMENT: EXECUTIVE 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Team management meetings 58 54 54 City Manager reports 24 28 28 News articles 6 10 10 Cable shows 5 7 7 EFFECTIVENESS INDICATORS Performance review Good Good Good Good COMMENTS * Indicates data not available CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: BUILDING OPERATIONS DEPARTMENT: EXECUTIVE PROGRAM MISSION To provide a clean, well- maintained and comfortable environment for building users of the city hall, public works building and park maintenance building. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $183,236 $170,780 $190,860 $0 Commodities 44,234 40,596 44,600 0 Contractual Services 221,291 231,936 221,250 0 Capital Outlay 37,084 44,700 0 0 Total $485,845 $488,012 $456,710 $ 0 Percent Change 7.6% 0.4% -6.4% - 100.0% Staff Hours No. of Employees (FTE) 3.63 3.00 3.00 0 BUDGET COMMENTS This program will be moved to the Community Development Department in 2007. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: BUILDING OPERATIONS DEPARTMENT: EXECUTIVE 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Number of work orders * 608 800 850 Number of vendor calls * 1,348 1,350 1,350 Service calls * 55 25 25 Number of janitorial tasks * 58,926 60,000 70,000 complete EFFECTIVENESS INDICATORS Percent of customer ratings 82% 85% 85% that were good or excellent Cost per sq. ft. vendor calls * $36.72 $71.94 $71.94 Cost per sq. ft. staff tasks * $7.47 $6.82 $8.20 COMMENTS Number of work orders relates to help desk requests from city staff. Vendor and service calls relate to outside contractors or assistance. Janitorial tasks include daily upkeep but also carpet cleaning and other seasonal building cleaning activities. * Indicates data not available CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: H.R. ADMINISTRATION DEPARTMENT: EXECUTIVE PROGRAM MISSION To provide a positive, productive work environment through management of employment law practices, labor and employee relations, personnel policies, hiring process, compensation and benefits program, performance, and training. INPUTS 2004 2005 2006 2007 Actual Actual Budget Budget Direct Expenditures Personal Services $0 $0 $0 $123,620 Commodities 0 0 0 5,160 Contractual Services 0 0 0 80,250 Total $ 0 $ 0 $ 0 $209,030 Percent Change 0% 0% 0% 100% Staff Hours No. of Employees (FTE) 0 0 0 1.5 BUDGET COMMENTS This program was in the Human Resource Department prior to 2007. The decrease in personal services is due elimination of the HR Director position and moving the Office Specialist (.25) to the Records, Elections and Licenses Department. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: ADMINISTRATION DEPARTMENT: HUMAN RESOURCE 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS /WORKLOAD Number of full -time, regular employees who left City 11 6 15 employment during the reporting period Number of grievances 2 2 3 Number of employment investigations conducted or 13 10 10 overseen by HR EFFECTIVENESS INDICATORS IN CA IN Turnover rate 6.7% 3.7% 7.0% 5.0% Percentage of internal customers rating service as good to excellent NIA 100% 100% 100% EFFICIENCY MEASURES Average number of working days from request to fill vacancy until top candidates 27 21 26 25 are referred to hiring supervisor (internal process) Average number of working days from request to fill vacancy until top candidates 43 38 45 43 are referred to hiring supervisor (external process) COMMENTS There was a lower turnover rate in 2005 but there was an increase in reclassifications and creation of new positions that are not reflected in these performance measures. The anticipated turnover for 2006 will be higher than normal due to the work environment changes and potential layoffs that could occur through the budget process. Efficiency measures for 2005 were better than normal because there was less hiring in 2005. Hiring may increase in 2007 due to increased turnover. Grievances will likely increase in 2006 and 2007 due to actions beyond my control. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: LEGAL SERVICES DEPARTMENT: EXECUTIVE PROGRAM MISSION To provide legal services for the City Council and administrative staff and prosecute City cases in court. INPUTS 2004 2005 2006 Budget 2007 Budget Actual Actual Direct Expenditures Contractual Services $259,073 $217,335 $304,550 $235,420 Other Charges 44,174 121 ,945 1 00,700 1 00,700 Total $303,247 $339,280 $405,250 $336,120 Percent Change 6.2% 11.9% 19.4% (17.1)% Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS Contractual services consist of $1,150 for this program's share of insurance costs and $234,270 for legal costs. The $100,700 listed as other charges is for judgments, losses and small claims costs based upon an analysis of past expenditures which indicated that usually annual expenditures due not exceed $100,700. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: LEGAL SERVICES DEPARTMENT: EXECUTIVE 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Prosecution cases opened 6,370 6,600 6,600 Civil cases processed 112 120 120 Meetings attended: Prosecution 490 530 530 Civil 140 150 150 EFFECTIVENESS INDICATORS % of criminal code enforcement cases favorably 99% 99% 99% resolved % of litigation cases resulting in a favorable disposition of either a dismissal or a 100% 100% 100% settlement of less than $25,000 * Indicates data not available CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: MARKETING DEPARTMENT: EXECUTIVE PROGRAM MISSION To build the identity and paid usage of all parks and recreation programs and facilities, maintain the web page and create a monthly city newsletter as a means of building a strong sense of community. INPUTS 2004 2005 2006 Budget 2007 Budget Actual Actual Direct Expenditures Personal Services $37,777 $37,561 $56,540 $65,940 Commodities 514 0 0 0 Contractual Services 85,810 73,367 71,590 60,060 Total $124,101 $110,928 $128,130 $126,000 Percent Change 26.7% (10.6)% 15.5% (1.7)% Staff Hours No. of Employees (FTE) .53 .37 .64 .70 BUDGET COMMENTS Personal services includes 70% of the Marketing /Public Relations Specialist and funds to cover wages and benefits for the individual who tapes public meetings. The decrease in contractual services is due to reducing the number of City News mailed to residents by 3. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: MARKETING DEPARTMENT: EXECUTIVE 2004 2005 2006 2007 Actual Actual Estimate Estimate OUTPUTS/WORKLOAD Number of marketing projects for the Parks & Recreation 32 36 30 45 Department Advertisers in the parks and 17 18 20 23 recreation brochure Percentage of residents that 75% 75% 75% 75% reads City News EFFECTIVENESS INDICATORS Percent of marketing goals 80% 80% 80% 80% met Percent of advertisers with ratings of satisfactory or 95% 90% 95% 95% improved Percent of residents that like 70% 70% 75% 80% the publication EFFICIENCY MEASURES Percent of marketing project costs recovered by additional 65% 75% 75% 75% revenues COMMENTS Marketing staff produce many projects for the Parks and Recreation Department that include brochures, posters, publications, CDs, flyers, newsletters, school brochures, email blasts, evaluation forms and much more. Marketing staff work closely with the community to secure advertisers to place ads in the school brochure, Parks and Recreation brochure, All Star Summer Kick Off, July 4 th Celebration and National Night Out. These advertisers help to reduce the cost of the program and the cost of the publication. Percentage of residents that read the City News is approximately 75 %. Readership is tracked thru coupons placed in the book, calls for information in articles and responses received thru email. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: SAFETY DEPARTMENT: EXECUTIVE PROGRAM MISSION To ensure compliance with federal and state safety laws and regulations and City policies. INPUTS 2004 2005 2006 Budget 2007 Budget Actual Actual Direct Expenditures Commodities $0 $0 $0 $1,040 Contractual Services 0 0 0 7,810 Total $ 0 $ 0 $ 0 $8,850 Percent Change N/A N/A N/A 100% Staff Hours No. of Employees (FTE) 0 0 0 0 BUDGET COMMENTS This program was in the Human Resource Department prior to 2007. The decrease in contractual services is due to a decreased need for an outside safety consultant. Much had been done to improve the safety program over the past two years so there is less need for an outside consultant. The safety coordinator has a lot of knowledge and some very good experience in this area. In addition, the Safety Consultant that was previously retained to do monthly work will provide advice whenever needed for an hourly fee. We anticipate the need will be greatly reduced from that of prior years. CITY OF MAPLEWOOD, MINNESOTA 2007 BUDGET PROGRAM: SAFETY DEPARTMENT: HUMAN RESOURCES 2004 2005 2006 2007 Actual Actual Estimate Estimate EFFECTIVENESS INDICATORS Number of work - related 32 34 35 35 injuries reported Number of worker days lost 80 54 75 75 due to injuries Percent of injuries involving 16% 21% 23% 22% lost work days COMMENTS The numbers have been fairly steady from year to year on injuries and lost time. The City does a very good job bringing employees back to work with restrictions. 2005 was an unusually good year in terms of worker days lost and the percent of injuries involving lost work days partially due to the need to scan documents and the lack of staff to scan. Injured employees are brought back to do scanning if they cannot perform their regular job. Agenda Item D2 September 15,, 2006 TO: City Council FROM: Greg Copeland RE: HRA Vacancies On August 14, 2006 the City Council began the interview process for appointments to the Housing and Redevelopment Authority (HRA). State law provides for appointment of up to seven HRA Commissioners, white past practice in Maplewood has been to appoint five commissioners to five year terms. The City Council interviewed Beth Ulrich and Jeffery A. James on August 14 The four remaining applicants were sent letters on September 15, 2006 advising them that HRA Interviews are to be conducted by City Council at 6:00 pm, September 25"' with appointments scheduled for the City Council Meeting that evening. Scheduled tonight for interviews are: Kimberly Anne Berry James Dykes Gary Pearson Joy Tkachuck Ms. Ulrich and Mr. Pearson are both former HRA Commissioners and are the only HRA Commissioners seeking reappointment. Mr. Ulrich was appointed in 2000 and Mr. Pearson was first appointed in 1989. The State Statute, MS 469,003 Subd.6., provides HRA Commissioners shall be appointed by the Mayor with approval of the governing body. OFFICE OF THE CITY MANAGER 651-249-2051 FAX: 651-249-2059 CITY OF MAPLEWOOD fi 1830 COUNTY ROAD B EAST MAPLEWOOD, MN 55109 IVAY 3 0 2006 1. CITY OF MAPLEWOOD 19� BOARDS AND COMMISSIONS APPLICANT INFORMATION FORM NAME 0�1� I - Home: DATE i;,ALE7,0(e— PHONE NO� Work: 1) How long have you lived in the City of Maplewood? 2) Will o th er comm itments make regular attendance at meetings difficult? Yes No Comments: 3) On which Board or Commission are interested in serving? (please check) Community Design Review Board Park & Recreation Commission Housing & Redevelopment Authority Planning Commission Human Relations Commission Police Civil Service Commission Environmental Committee Historic Preservation Commission 4) Do you h ave an y specific areas of interest within this Board's or Commission's scope of responsibilities? �, , P o r t � 'S jo?0% 5) List other organizations or clubs in the Community in which you have been or are an active participant: 0 e. eAAO� J,3 6) V wou ld yo u We to serve on this Board or Commission? -0- ADDMONAL COMMENTS: THE INFORMATION CONTAINED IN THIS APPLICATION SHALL BE CLASSIFIED AS PUBLIC ExcEpr FOR HOME AND WORK TELEPHONE NUMBERS- Return or mail this application to. City Of Maplewood, 1830 County Road 8 East, Maplewood, MN 55109 030=4 S.jCj,* MopjB A Comm=j*" &pph�—dm 0311014 16:1i 6733105 PUBLIC WORKS SAFETY PAGE 01 CITY OF MAPLEWOOD 130ARDS AND coMMISSIONS APPLICANT INFORMATION FORM C NAME ADDRESS DATE Home: PHONE NO. Work. How long h ave you lived in the City Of Maplewood? Will other coriu -nitments make regular attendance at meetings difficult? Yes No 2) Comments: 3) O w hich Board or C are interested i serv (please check) C ininunity Design Review Board Park & Recreation Commission Planning Cortunission housing & Redevelopment Authority Police Civil Service Commission Human p Commission Historic Preservation Commission En Committee 'Jav 4) Do you have any sPecific areas o f i within this Board's or ComirlisSiDTI'S sco pe of responsibilities? IL r 0 iln oc� t tf C I e ity in which you have or are ad active Particip 5) L other organizat6s or clubs in the Community d- - 91 6) Why wo uld you like to serve on this Board or Commission? 1,1 1 0 n � 7 t? d T, VR) y /Y1 -7 y V ADDITIONAL COMME NTS: r C) THE INFORMATION CONTAINED IN THIs A . PPLICATION SHALL BE CLASSIFIED AS PUBLIC F-XCEPT FOR HOME AND,WORKTELEPHON NIVM Return or molt this application to-. city of mvpla�moo�d, '1030 County flood 8 emat, mrspiewood, M"55109 QW11,04 5'C"y"S?604m, &(:*-mloioog Amfl- � CITY OF A " #i# BOARDS AND COMMISSIONS APPLICANT INFORMATION FORM NAME PHONE NO. Work; Home: I . _ . ! DATE 1) How long have you lived in the City of Maplewood? m y or 2) Will other commitments make regular attendance at meetings difficult? Yes No Y-- Comments: 3 ) On which Board or Commission are interested in serving? (please check) Cl Community Design Review Board Park & Recreation Con Housing & Redevelopment Authority Planning Commission Human Relations Coramission Police Civil Service Commission Environmental Coinmittee Historic Preservation Commission 4) Do you havq an pecific areas of later I within thiWo oi =ission's scope of responsibilities? 4, 1 0 S t 4 4 -1 � V10qA 1 A V.4' 5) ist other or w ations or clubs hn the Commum v in - wh cl ou hav bee je an active part fcjl�at: I- ommission? 6) lywould YOU lif to S-;?�-�e 42nhi� hoard C 1A ADDIT NAI. COMMENTS: 14 OLI THE INFORMATION CONTAINED IN THIS APPLICATION SHALL BE CLASSIFIED AS PUBLIC EXCEPT FOR HOME AND WORK TELEPHONE NUMBERS. Return or mail this application to. City of Maplewood, 1830 County Road 8 East, Maplewood, MN 55109 S;1CTV & Commission Appfialflmdoc 03111VO4 MAY - 1 2006 CITY OF MAPLEWOOD BOARDS AND COMMISSIONS A PPLICANT INFORMATION FORM ILIUAll I INFORMATION NAME ADDRESS ------ DATE PHONE NO. Work. _L' 1) How long have you lived in the City of Maplewood? 2 Will Will other conu make regular attendance at meetings difficult? Yes No Comments: 3) On which Board or Commission are interested in serving? (please check) Community Design Review Board park & Recreation Commission Dousing & Redevelopment Authority pl ann i ng commission Human Relations Commission p ol i ce Ci S Commission Environmental Committee Hi Preservation Commission 4) Do you have a ny specific areas of interest within this Board's or Commission's sco pe of responsibilities? 5) List other organizations or clubs in the Community in which you have been or are an active participant. 6) Why would you like to serve on this Board or Commission? ADDITIONAL COMMENTS'. U T#4E INFORMATION CONTAINED IN THIS APPLICATION SHALL BE CLASSIFIED AS PUBLIC EXCEPT FOR HOME AND WORK TELEPHONE NUMBERS. Return or mail this application to City of Maplewood, 1830 County Road B E Maplewood, MN 55109 oananst S;kCTY &Cumm'ss'a APN'C�Z'an'doc AUG-11-2005 09:4e PED 14TH FLOOR 6512283220 P.01/01 CITY OF It APLEWOOD BOARDS AND COMMISSIONS APPLICANT INFORMATION FORM NAMFE ADDRESS r v! Cu) r 1: PFTO�m NO, Work: Home: DATE 1) J-Jow long have you lived in the City of Maplewood? 2) 1 3) On which Board or CotnMissioa are interested in serving (please check) Community Design Review Board Park & Recreation Commission Housing & Redevelopment Authoritr PlanmDg Commission Human Relations Commission Police Civil Service Commission Environmental Committee Historic Preservation Commission 4) Do you have any specific areas of J. serest within this Board's or Commission's scope of responsibilities? 5) Li d`rorgan rat Mq o cu s in the Community in which you have been or are an active parficip vo 0-y'l es 6) -�rry �vWou you, cet'4oA on this Board or Commission? � �n � ��.�.�. � ���,,� t �, . � c �` � �"� .. 4A A 11 x— D D T11 M.M NTA: I-HE INFORNA TION CONTAINED IN THIS APPLICA TION SHALL BE CLASSINED AS PUSLIC EXCEPT FOR HOME AND WORK TELEPHONE NUMBERS. Ftefum or mail This aWlcation to! City Of MaPlewoodr 1830 County Road 13 East, Mapjie wood, MN 55109 & Cmm=Orz App3iW10aft; Q *104 TOTAL P.01 Will other commitments make regular attendance-at meetings. diffiicullt?- CITY OF MAPLEWOOD B OARDS AND COMMISIONS APPLICANT INFORMATION FORM Name: Jeffrey A. James Address: 2593 M Rd. E, Maplewood MN, 55119 Phone Number: Email: 1) How long have you lived in the Cit o f Maplewood? have lived in Maplewood for a little over one year. My wife and I relocated from the Chicago.. IL area for a promotion which I received (see attached resume for complete professional history). 2) Will other commitments make regular attendance at meetings difficult? No, my . job requires me to travel approximately ment five weeks a Commit year. in fact, that I one of the have reas ons I'm interested in the Housing and Redevelop Authority tee is do a fair amount of free time to devote. I am 32 years old, relatively new to the area, and my wife and I do not have any children. My career in the com mercial motor vehicle safety field, has required me to re-locate a number of times. I do expect, however, to hold my current position in St. Paul, MN for a long time. These factors, along with my interest in becoming involved with th comm unity, will provide me ample time to contribute. 3) On which Board or Commission are you interested in serving? X Housing & Redevelopment Authority (1' choice) X Pl ann i ng C (2 d choice) 4) Do you have any specific areas of interest within this Board's or Commission's Scope Of responsibility? I do not have any pro f e ssional or personal economic interest in the decisions or recommendations that the co mmittee may provide. My interest in becoming a member really s f rom my interest in government. I have worked in both the State and Federal governments for the past ten years (see attached resume far more details). Wbile I have held a variety of positions, my career track has been devoted to the commercial motor vehicle safety arena. For the most part, this is a state and federal matter. My educational experience, however, was primarily geared toward local government and non-profit organizational issues. I received my Masters of Public Administration v at the University of Wisconsin Oshkosh, and the bulk of the work and research l itself to this. Being a part of this comm ittee would satisfy my interests to learn more about and be apart of the local government matters which really do interest me. Regarding the housing and re-development topic specifically, I am interested. Having lived and worked in various Mid communities (Milwaukee, Chicago) I would bring a well rounded perspective to the matters the committee faces. I have take great pride in the c ommunities in which I have decided to Eve and keep aware of the environment they are in. I am a home owner in Maplewood and recognize the residential needs and concerns, yet I am also aware o f th eco nomic vitality (opportunities or threats) which face this first-ring suburb. 5) List other organizations or clubs in the community in which you have been or are an active participant. Being relatively new to Minnesota I have not been a part of other community clubs or ,organizations aside from athletic groups. 6) Why would you like to serve on the Board or Commission? As previously mentioned, government operations is an interest of mine. I have spent my entire career to this point (10 years) working in either state or federal governmen I find my professional career very rewarding and look for to working the rest of my career in the commercial motor vehicle transportation safety field. The bulk of my graduate studies, however, was spent on local government topics, and I am equally interested in the policies which face localities versus federal and state subjects. Becoming involved in a city council advisory com mittee is something I'd like to do. I think my background would allow me to be an asset to the HRA. I do have extensive ex p er ience in working with and enforcing state and federal regulations (please see attached resume). I would adapt nicely to reading and understating the various housing related codes and ordinances which undoubtly confront this committee. unity topics which interests me most, Additionally, housing and planning issues are community - second only to transportation related issues. I am a homeowner in Maplewood and feel that I understand its place and direction in the larger twin city metro area as I looked into many communities during my relocation to Minnesota from Chicago in early 2005. one small example of my interest'M' government operations is that I have been a long time subscriber and avid reader of Governing Magazine ajtp: v.goveming.corl . This publication bills itself as a resource for states and localities. Housing and other planning issues are often at the forefront of this periodical which does well in keeping readers abreast of current topics and trends in local and state government. 7) ADDITIONAL COMMENTS If I am selected to become a member, you would find interest and contributions to be genu I am young (32), energetic, and would ask lots of questions in order to ensure that quickly get up to speed and be a valuable, contributing asset to the city. Please feel free to contact me to discuss my qualifications, intentions, or the opportunity to participate. Jeffrey James 2593 Mailand Rd, Maplewood, MN 55119 Work Expedience; U.S. Department of Transportation — Federal Motor Carrier Safety Administration (FMCSA); The FMCSA is a federal agency responsible for regulating commercial motor vehicle transportation (Trucks, Buses, and other surface transportation related entities). bgp://www.fmcsa.dot.gov/ State Programs Manager (Grants Manager) RMCSAI March 2005 —. Current (St. Paul, W • My main responsibility in this position is to be the day-to-day liaison with the State of INV. The majority of FMCSA's programs are implemented via State personnel through grants. It is my job to be the first line oversight over the grants with the State of MN. • Currently, our agency has 12 grants with three Minnesota state agencies totaling approximately 13 million dollars. • Other job responsibilities include being a technical, regulatory reference to our internal staff and the public. Information Analyst {FMCSA) December 2002 — March 2005 (Chicago, 1L) • My primary responsibility in this position was to be an "information extractor" from my agency's vast and robust oracle databases. Information and analysis reports were then provided to agency leadership/management regarding policy, employee evaluation, and regulatory decisions. Data is extracted via structured query language (SQL) and information and analysis reports communicated via crystal web pages, spreadsheets, and written documents. • This job also involved being the lead on "peer reviews" of each division office. The peer review encompassed division office compliance with policy, quality, and productivity. Motor Carrier Safety Specialist (Safety Investigator) RMCSA} December 1999 — December 2005 (Milwaukee, WI) • My primary responsibility in this position was to review motor carriers (trucking or bus companies) for compliance with the myriad of federal safety and economic regulations. Regulations include: ■ the hours of service limitations for commercial motor vehicle drivers ■ drug and alcohol testing requirements • driver qualification rules (proper license, medical certification, ■ vehicle maintenance ■ insurance standards • hazardous material transportation rules • other safety regulations